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

Transcription

1 RVRMA EXECUTIVE BOARD Record of Proceedings Regular Monthly Meeting Wednesday, August 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, August 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 Bill Grant, Treasurer Lani Kitching, Director at Large Frank McSwain, Director at Large Amy Harvey, Director at Large Bob Schoofs, Director at Large Management Representatives Ian Hause, Community Manager Suzie Matthews, Controller Pamela Britton, Recorder Homeowner Attendees None 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 Lani Kitching and Frank McSwain moved and seconded to approve the agenda. The motion passed unanimously. Consent Agenda Directors McSwain and Kitching moved and seconded the adoption of the meeting s consent agenda and to approve the Board Meeting minutes of July 25, The motion passed unanimously. Announcements Restorative Yoga Class August 26 th, 4:00 6:00pm 5K Fun Run/Walk and Animal Rescue Benefit September 2 nd, 9:00am End of Summer Party September 2 nd, 3:00 5:00pm, RVR Patio Labor Day September 3 rd Summer Pool Operations End September 4 th Ranch House Hours change Monday Friday, 6:00am 8:00pm; Saturday/Sunday 8:00am 8:00pm Board Meeting September 26 th, 5:00pm August RVArt Featured artist, Stuart Lindamood The Settlement Annual Neighborhood Meeting September 19 th, 5:00 pm, Ranch House Great Room Old Town Annual Neighborhood Meeting September 19 th, 7:00 pm, Ranch House Great Room 1

2 Committee Reports Design Review Committee o Notes from August 2, 2012 o Notes from August 16, 2012 o Notes from August 23, 2012 There were no comments on the DRC minutes. Community Manager s Report Management The organization is operating per plan and within budget. The 2012 RVR Summer Camp is coming to an end with kids and seasonal staff returning to school. The RVRMA and contract service providers continue seasonal community irrigation, turf grass and tree maintenance services. The operation continues seasonal swim, tennis, park and open space amenities/facilities/programming for the 2012 Summer season. RVRMA contract seasonal labor has been released. Functions, programming and facilities which are available are well attended. There are there are no current indications of any material, reserve or operational, aggregate budget overages at this time. Ranch House, common area and parks, turf and landscaping have returned to seasonally normal irrigation operations. Our pro rata share of irrigation water is tracking with the past three year s average at roughly 45% of total irrigation water used. The Tennis program remains robust with both new Pros being very well received and projected numbers being hit. Programming will continue. The Tennis Director is under contract until the end of September. We have the ability to extend the Director s contract into October if weather and participation allow. The Assistant Pro s contract terminates at the end of the August but may be extended on a week toweek basis, subject to participation levels. The rec pool, wading pool and water features remain open for the balance of the 2012 season. The water slide, fall and splash area will close after Labor Day. The rec pool will remain open as longs as seasonally practical. The spas and lap pool will remain open year round. The soft serve machine is installed and operational. Cabinetry has been installed around the unit to screen the appliance and attenuate noise. RVR Irrigation H20 Collections of the Reimbursement Assessment are very close to complete. A demand letter for those accounts which have not paid for the past, and not have responded to 2

3 previous notice and communications, was delivered on 5/21. The demand letter resulted in many accounts coming current. The remaining accounts to be collected are either pending short sales or foreclosures. We anticipate a write down of approximately $3000 for the period. An Irrigation H2O A/R Tracking Report for the past due and current accounts has been included in the financials. The 2012 Reimbursement Assessment was delivered to all beneficial users, (wet lots), on May 18, 2012 via US Mail. We have collected approximately 98% of the 2012 Reimbursement Assessment to date. Late Notices were delivered on June 18 th. 60 day Letters were sent on July 18 th. Demand letters sent on two accounts on 8/18. The two remaining outstanding non payments plan accounts are bank owned properties. Please see the tracking report which is included in the financials. Staff has met with the new golf Owner which is a successor or an assign to the Agreement with Crown Golf. We are currently evaluating deferred and projected capital costs with Golf Staff and Consultants. The Board will be updated as information, costs and schedules are collected. The department O&M Manual is on file at the Manager s office. We are currently producing an Excel working document which will track water usage at each Cla Valve location by month and by year. We have captured data going back to 2006 when the Cla Valves meters were first read and recorded. This will serve as a useful tracking and analysis tool. The TOC has lifted voluntary watering restrictions for residential water use. Member Services, Hospitality, Media and Public Relations The period functions, including the Community Gathering, The Dive In Movie, The Skinny Girl Vodka Tasting, The Fishing Derby, The Margarita Mixer, and other soft programming were well attended and received. Operational Refinement The Ranch House now closes at 8 pm daily due to the return of kids and staff to school, shorter days, and resulting diminished attendance. The sound attenuation cabinet has been placed around the soft serve machine. The new Seasons Membership has been released for sale. This product replaces the Community Membership. There are only 15 Seasons memberships available for purchase by individuals. There are no couple or family memberships available. The monthly fee will be $125/month for off season fitness and lap pool access. The program runs from Labor Day to Memorial Day. Owner/Members have preferred access to the lap pool with the ability to reserve up a lane to 72 hours in advance. Seasons Members have been informed of preferred Owner/Member access and are encouraged to check on availability prior to arrival. Usage and customer service will be closely tracked and adjustments will be made accordingly. The Seasons Membership was released on August 15 th and 6 had been subscribed by August 20 th. If the Seasons Membership program is successful, the organization will realize most of the revenue projected by the Community Membership program. 3

4 The Board has received revised, current and consistent governing doc binders. The Design Guidelines have been amended for Settlement Roof materials. The website and server are being cleaned up and made functional and consistent. After Labor Day, there will be intermittent shower closures while we address a mold/other issue in stall grouting in both locker rooms. Once exact dates are determined, this effort will be properly noticed. Please refer to the website at rvrma.org for a complete schedule of Summer Programming at River Valley Ranch! Technical Ranch House Mechanical The building temperatures and comfort level have generally stabilized and utility costs are trending below budget and 2011 costs while at the same time services and operational hours have been increased. We have had the AHU/VFD interface alarm out twice in the month of August and are determining the problem so it may be fixed. This resulted in high temperatures in the cardio and yoga room for a couple of days. The likely next phase of mechanical system improvements will be the heat exchanger bypass for shoulder efficiencies and the constructing a platform for the AC Condensers. Ranch House Pool The pool chemical control system is complete. The Accu trol install is complete and the related software is on our server. Staff is now learning the system. Irrigation System O&M We are currently tracking on our pro rata use of water and as per the agreed upon budget. Crews are currently replacing pop up heads along Crystal Bridge and RVR Drive to accomplish better coverage. This work was included in the capital budget. Reimbursement Assessments continue (see report). Meetings continue with the new Golf Owner regarding the Agreement and operations. We had two Community Irrigation System outages in August. One was due to a 48 hour overuse by golf. The other was a result of an incidental mainline break. Blow out tentatively set for end of October or early November. Site work and Landscape Turf Grass The Spread it and Forget it fertilizer has proved its value. Therefore we will be switching to a one time Fall application of a fert product that will last 12 months. This will save on overall product 4

5 costs and application man hours. The Fall application would be a 2013 Fert expense incurred this year until we get on a normal cycle of fert re the budget. Four Seasons has completed 2 broadleaf weed control applications. They are now in normal mow and blow operations for the balance of the season. Capitol Masonry has been engaged to repair the stone veneer on the Crystal Bridge. We will replace some stones, tuck joints and pull wire where not removed at original install. Trees Upon input by the Landscape Committee and approval by the Town of Carbondale, the placement trees along the south entry and Crystal Canyon Drive is complete and approved. These 15 trees were budgeted in the 2012 Operations budget. However, the 10 trees at the entry were not anticipated in the Operations or Reserve Capital Expense budget. Aspen Tree Service is currently doing an analysis on the need to treat various types of scale diseases in the community forest. Subject to that review and environmental conditions, we may still perform additional pest control services in RVRMA crews continue to deadwood and provide maintenance and weed control to tree wells throughout the community. Flowers Floral Gardens has provided services successfully so far this year. We are working on plans and budgets for Noxious Weeds Prima has commenced listed weed control services. First we did not have weeds to spray due to lack of moisture. With the rain we have weeds but the rainy weather is not conducive to spraying as the product effect window is diminished. All contracts awarded to date are as per the approved 2012 budget. Beautification and Mitigation RVRMA Crews have generally completed the site work at The Enclave with compliance deposit funding. The site has been fine graded, irrigated and hydro mulched. Trail work remains. The rear, westerly fence around The Boundary is anticipated to be complete in the next 30 days. The contractor has been delayed due to a family illness. Management is exploring a similar resolution of the foundation at The Twenty Four. RVRMA crews have completed cleaning up utility locates on vacant lots. RVRMA crews are placing stray site rocks and woody debris in the Crystal Bridge Pond to further the habitat amenity effort in that location. Management is contacting lenders whom currently hold foreclosed properties to insure that properties are being maintained. If lenders fail to maintain landscape, the RVRMA is prepared to step in and provide services for a fee until the property is sold to an end user. 5

6 Settlement and Old Town 2012 Paint Program Both contracts have been executed and works is approximately 75% complete in both neighborhoods. There is a high level of customer satisfaction. Budget and Finance The 2012 Settlement and Old Town Neighborhood Annual meetings are going to be held on September 19 th at 5 and 7 pm respectively. The meeting notice, agenda, financials and 2013 proposed budget will be delivered to the neighborhood Owners on September 3 rd. October will be 2013 budget month for the RVRMA. Ian, Suzie and Bob have met regarding general financial processes. Areas that have been preliminarily identified for review are as follows: 1. Sample audit of contracts, payments and completions 2. Review co mingling of funds 3. Review of Investment Policy 4. Review of outsource vs. in house accounting services 5. Board Liaison access to QuickBooks 6. IT Protocol/Policy/Procedures Review Budget and Finance The approved and ratified 2012 Budget is in effect. Financials are included in the Board packet. The RVRMA operation is as per plan and budget. Reserves A preliminary 2013 Capital Expense Budget has been presented to Jim Noyes, Bob Schoofs and Bill Grant. The 2010 Reserve Study is being put into a working document with incorporation of actuals as those work items are completed and the actual costs are known. Once that is complete, we will recast future capital requirements, associated projected expenses and there required reserve. Staff is currently evaluating on 2013 needs in capital expense and revenue collection. Continuing Education for Staff Webinars completed through Hindman Sanchez to date include: CCIOA and Not for Profit Corporate Law Budgeting Process, Board Action without Meeting and Associations, Special Districts, HOA Fraud Prevention, Social Media and Political Signage. Old Business Community Memberships Update Eleven memberships of the available fifteen have been sold to date. We should sell the remainder very easily. The staff will create a method for tracking actual use of the lap lanes in order to monitor potential problems and provide data for future decisions around Community Memberships. 6

7 New Business DRC Notice of Second Amendment to the RVR Design Guidelines (March,2010 edition) The Second Amendment to the RVR Design Guidelines which addresses approved roofing materials for The Settlement sub division and clarifies storage standards for deer fencing was written and unanimously approved by the RVR Design Review Committee at their August 2, 2012 meeting. Notice was provided to all Settlement homeowners and members of the Executive Board on August 3, This Second Amendment to the RVR Design Guidelines is hereby formally adopted. This Amendment has be added to all Board member and Staff Governance binders as well as added to the RVRMA Website. Great Room Usage Policy Discussion Homeowners have been allowed, for a fee, to rent the great room for private events during normal hours of operation. This has led to some conflicts between homeowners visiting the Ranch House and individuals who have rented the space for a private event. The RVR staff recommended that we adopt the practice of only permitting the Great Room to be rented outside of normal operating hours, e.g., after the Ranch House closes for the evening. After discussion, the Board supported adopting this practice. RVRMA Media Policy Discussion Board members discussed the types of announcements that should or should not be included in the RVR blasts, bulletin boards, website, etc. The purpose of the conversation was to provide some guidance to staff going forward. After discussion, Board members concluded that announcements related to RVR sponsored activities should be featured in the primary portion of the blasts with appropriate descriptions. Following the primary portion of the blast would be an announcements section, listing other events and activities that staff determine should be included or RVR homeowners request be included. These announcements would each be two lines or less in length. This section would also have a disclaimer that inclusion of any announcement does not constitute an endorsement of the event by the RVRMA. Adjourn Directors Peter Frey and Frank McSwain moved and seconded to adjourn the meeting. The meeting was adjourned at 6:02 pm. 7