Meeting Minutes: Jan 23, 2023

SCCE Board of Directors Meeting – January 23, 2023

The meeting was called to order at 6:31 pm by Board President, Joe Doran. Board members

• Board members present are Michael Montileone, Lonnie Steinmetz, Kort Herman, Marlowe McDowell, John Santana, Scott Wagner

• Board Member(s) absent – Howie Aubertin

• Staff Present – Kelsey Wyres

• Staff absent – Mike Riker

• Resident(s) present – Jennie Steinmetz (Covenants Committee), LuAnne Johnson (Recreation Committee)

Approval of Agenda/Call for Changes

• Joe added the discussion about the pickleball court under Old Business.

• A motion was made to approve the agenda by Scott and seconded by Marlowe. Motion carried.

• Approval of SCCE Board minutes from the November 28, 2022 meeting.

• A motion was made to approve the minutes by Scott and seconded by Michael. Motion carried.
  

TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS

Financials for January 19, 2023

Financial Reports were emailed to Board Members from Kelsey Wyres on January 19, 2023.

* A/R Aging Summary was reviewed as of January 19, 2023

* Payroll Summary from January through December 2023

* Balance Sheet as of January 19, 2023

* Profit & Loss for January 1-19, 2023

* Profit & Loss Previous Year Comparison July 1, 2022, through January 19, 2023

* Transaction List by Vendor for January 2023

* BHFCU pool loan balance as of December 31, 2022 is $41,708.70

• Howie was not at the meeting.

• Kelsey gave an abbreviated report. Kelsey feels that the aging report is looking much better with the exception of the Stverak account ($438.53).

• All water meters have been installed and billing has been completed.

• Jennie asked how balances are invoiced as they had a $10 balance since 2021 and didn’t know it. Kelsey said she doesn’t worry too much about the small balances for people who regularly pay their bills. She said she will look into how the program batches the invoices to see if it will be easier to correct these discrepancies in the future.

• After review by the Board, a motion to approve financials for January 2023 was made by Marlowe and seconded by John. Motion carried.
  

OLD BUSINESS:

1. Pickleball Courts

• Kort stated that he attempted to get ahold of someone with the parks and rec department in Rapid City but was told they were on vacation and hasn’t heard back from them yet.

• He will try them again before the next meeting to get information to share with the board.

2. Direct Account Payments

• Jennie said that she did look into how we could do electronic payments from our Quickbooks invoices. She stated that we are currently running QB 2018 and that they would charge a 3.5% fee plus $0.30 per transaction.

• This would be an additional $2.75 on a $70.00 bill. This amount would go to QB and would be paid by the homeowner.

• There is a box to check in QB when sending out invoices that would give homeowners this optional way to pay.

• Kelsey said she would have to figure out how to reconcile with the bank on who paid this way.

• Homeowners could choose how they want to pay at any time but would be informed of the additional fee on the statement if they elected to pay electronically through QB.

NEW BUSINESS

• There was no new business.
  

COMMITTEE REPORTS

BY LAWS AND COVENANTS COMMITTEE – Lonnie

• Lonnie said that we are waiting for the board to approve to proceed with the covenant changes.

• We were given the committees suggested changes at our last meeting.

• Joe said he will find the report and email it to the board members to look over and will make it an agenda item at the next meeting.
  

ARCHITECT COMMITTEE – Lonnie

• Nothing new to report.
  

WATER SYSTEM REPORT

• Mike was not present
  

ADMINISTRATIVE

• Mike was not present
  

RECREATION COMMITTEE – LuAnne

• Dates for 2023

  • April 8, 2023 is the Easter Egg Hunt. Setup will start at 8:00 am and the event will begin at 10:00 am.

  • May 20, 2023 is Spring Clean-up. Starts at 9:00 am and is sponsored by the Board of Directors.

  • Mike will have a list of jobs/projects that will need to be done.

  • Memorial Day Weekend 2023-swimming pool will open (weather dependent)

  • June 10, 2023-First Responders Picnic at the shelter.
    

WELCOME COMMITTEE- John

• John said that he gave out two welcome packets this past week. He said that the only way he found out that new people had moved in was because he saw it on Next Door.

• He feels that there should be a better way. He will contact the board of realtors to see if they can notify him when someone buys a new home in the community.

Next meeting will be Monday, February 27, 2023, at 6:30 pm at the Doty Fire Department.

With no further business, Scott made a motion to adjourn, seconded by Marlowe. Motion carried. Meeting adjourned.

Respectfully Submitted,

Kort Herman, Secretary