Meeting Minutes: Aug 23

SCCE Board of Directors Meeting – August 23, 2021

The meeting was called to order at 6:30 pm by President Carolyn Ellington. Board members present are Dana Coats, Joe Hofmann, Scott Wagner, Howie Aubertin and LuAnne Johnson

Board Members absent – Marlowe McDowell and John Santana

Staff present – Mike Riker, Kelsey Wyres (Kelsey had met with Carolyn before, and dropped off financial information)

Resident in attendance – Ted Johnson (Covenants & By-Laws Committee member)

Approval of agenda and call for changes – LuAnne requested to add update on Doty VFD from Joe. Motion made by Joe and Seconded by Dana. Motion carried.

Approval of SCCE Board minutes from the July 26, 2021, meeting. Motion was made by Dana and seconded by Scott. Motion carried.

Treasurer/Bookkeeper Report and Approval of Financials

Financial Reports: Were emailed to Board Members from Kelsey Wyres
* A/R Aging Summary was reviewed as of August 21, 2021
* Payroll Summary from January through December 2021
* Balance Sheet as August 21, 2021
* Profit & Loss for July 31 – August 21, 2021
* Profit & Loss Previous Year Comparison July 1, 2020, through August 21, 2021
* Transaction List by Vendor for August 2021

Carolyn and Kelsey met with Casey Peterson last month regarding our SCCE back taxes owed from 2016 – 2021. Carolyn signed six (6) checks and LuAnne will get the dollar amounts from Kelsey for record. Total amount is less than $2,000.00.

Howie also wants to review this packet and will contact Kelsey.

With no further discussion on financials, a motion by Howie and Seconded by Scott to accept and approve the financials. Motion carried.

NEW BUSINESS:

1. Identify Board Members who are up for re-election or leaving the Board of Directors.
   - Carolyn said she will not be seeking re-election and will be leaving the Board of Directors
   - Howie will stay if re-elected
   - Scott will stay if re-elected
   - Joe will stay if re-elected
   - Marlow will stay if re-elected (LuAnne contacted Marlowe on September 2, 2021)

2. SCCE Annual HOA meeting – The date for the SCCE Annual HOA meeting is September 27, 2021, starting at 6:00PM. After discussion, the Board decided to hold the outdoor meeting at the Commons Area Tennis Court (same as 2020). No food or kids’ activities will be provided. Asked residents to bring lawn chairs as no seating will be provided.

3. Doty VFD update – Joe Hofmann
   * The final payment has been made and the Doty VFD building is now paid off.
   * Doty VFD will host a open house on August 28, 2021 from 11:00AM – 3:00PM.

OLD BUSINESS:

1. Architectural Committee Form – Carolyn presented a detailed form for residents to submit to get approval on any updates or additions to their homes. This form will be uploaded to our new website once it has been updated. Carolyn will email Ron Davis, Chairperson, for suggestions as well.

2. Removing dead trees on Kings Road by Doty VFD garage – Dana
   Dana contacted the county. One tree is on county property, the other two are on SCCE property. Joe will ask Eric O’Connor if they would be interested in removing the tree for training purposes, and let the Board know.

3. SCCE website – Chit Chat PR (Holly Riker) has been awarded the contract for $5,000.00. LuAnne distributed a copy of the scope of work to each Board member. Holly has respectively requested a down payment of $2,500.00 and the remaining balance to be paid upon completion. LuAnne will contact Kelsey to have check written. Joe Hofmann and Chenoa Jensen have volunteered to be on the “website committee”.

4. Discussed having Kelsey as well, since electronic billing will be an option after the installation of our new water meters. Need to make sure Kelsey is paid for her time, since this is above and beyond her bookkeeping responsibilities.

5. Contract with Tru Green compared to Warne Chemical – Carolyn – Warne Chemical costs more. Will need to address Tru-Green in the Spring of 2022 and possibly re-negotiate the contract to have weed control only 2-3 times per year. Kelsey has a copy of the 2021 contract.

6. By-Laws and Covenants Committee – Dana
   The Covenants Committee met, and they will not be asking for a vote at the September 27, 2021, Annual HOA meeting, since it will take more time to make the correct decisions, instead of rushing thru this process. Dana may gather samples of metal roofing and bring to the Annual HOA meeting and open for discussion of other covenant concerns as well. These are just samples; no vote will be taking place, just recommendations. Board had serious discussion on enforcing the current covenants that are in place.

Water System Report – Mike Riker
Water System is doing great. The water tank has been cleaned for the year.

Swimming Pool Report – Mike Riker
Had a great summer! The swimming pool will close on Labor Day, Monday, September 6th at 4:00PM with the Annual Dog Swim to start after that.

Recreation Committee Report – LuAnne Johnson
Plan for SCCE Annual HOA meeting on September 27, 2021, at 6:00PM

The next SCCE Board of Directors meeting will be held on Monday, September 27, 2021, after the SCCE Annual HOA meeting at 6:00PM at the commons area tennis court.

With no further business, Howie made motion to adjourn, seconded by Joe. Motion carried.

Meeting adjourned.

Respectfully Submitted
LuAnne Johnson
Secretary