Meeting Minutes: Jun 26, 2023
SCCE Board of Directors Meeting – June 26, 2023
The meeting was called to order at 6:33 pm by Board President, Joe Doran.
Board members present are Michael Montileone, Kort Herman, Marlowe McDowell, John Santana, Howie Aubertin, and Scott Wagner
Board Member(s) absent – Lonnie Steinmetz
Staff Present – Mike Riker
Staff absent – Kelsey Wyres
Resident(s) present – Dawn Liberty, Susan Eggum, Janet Montileone, Chuck and Carolyn Ellington, Kris and Chenoa Jensen and LuAnne Johnson (recreation committee).
Approval of Agenda/Call for Changes
A motion was made to approve the agenda by Howie and seconded by Michael. Motion carried.
Approval of SCCE Board minutes from the February, 2023 meeting.
LuAnne stated that the minutes from last month incorrectly stated that she paid $9.59 per month for the SCCE domain name. She stated that the $9.59 per month is for google suites and that she pays $10.00 per year for the domain name.
Kort advised that he will correct this in last month’s minutes.
A motion was made to approve the minutes by Scott and seconded by Marlowe. Motion carried.
TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS
Financials for June 26, 2023
Financial Reports - Were emailed to Board Members from Kelsey Wyres on June 25, 2023.
* A/R Aging Summary was reviewed as of June 25, 2023
* Payroll Summary from January through December 2023
* Balance Sheet as of June 25, 2023
* Profit & Loss for June 1 through June 25, 2023
* Profit & Loss Previous Year Comparison July 1, 2022, through June 25, 2023
* Transaction List by Vendor for June 2023
* BHFCU pool loan balance as of May 31, 2023 is $32,195.65
Email from Kelsey, sent on June 25, 2023:
I have sent out statement reminders to anyone that has a balance of $70 or more. I spent almost 3 hours on the first of June trying to send invoices out. Long story short Quickbooks kept crashing and while at the end it said all files had been sent, it was apparent that not everyone ended up receiving their invoice. For that reason I did not charge any late fees this month. End of email.
Howie said that our spending has gone up since winter which is expected as summer months are always more. He feels that it’s inline with normal. Things like sandblasting and painting the pool, electrical work, etc. Nothing surprising.
As far as the aging report we have 3 residents over $200 and they’ve been contacted.
LuAnne noted that we’ve had an increase from last year in water fees which has been good and might be demonstrating that the meters are helping hold residents accountable for their water usage.
Michael noted that his invoice had some incorrect information regarding who it was sent by. It was brought up that there was a glitch with the software so that the issue should be resolved.
LuAnne asked if Kelsey could put her phone number on the invoices so that people know who to reach out to if they have questions. Mike R. said he will talk to her about it when he drops off the checks and receipts.
After review by the Board, a motion to approve financials for March 2023 was made by John and seconded by Marlowe. Motion carried.
OLD BUSINESS:
Pickleball Courts Kort stated that he has purchased the paint, tape, 2 nets and a paint roller for the pickleball courts. He’s planning on painting lines for two courts that run the same direction as the tennis court. This will allow the tennis court to continue to be used and the tennis net will serve as a back drop to the two pickleball courts. He stated we will want to fix some of the cracks in the asphalt before painting and that he will look into what we need to do that. He asked for volunteers to help when it comes time to clean and paint the lines and several of the board members stated that they would be willing to help. Hoping to start the week of July 10th.
QuickBooks Lonnie was not present and there was no discussion on this topic.
True Green Howie stated that everything is in place for three applications per year and no weed control. Joe asked if this could be removed from the agenda in the future and Howie stated that it could.
Lawyer Howie stated that he’s not yet had time to contact the lawyer but plans to do so before the next meeting.
LuAnne asked what the purpose was for contacting the lawyer. Howie stated he wanted to contact the lawyer and to see what we needed to do in order to change the covenants and by-laws and to get pricing.
Mike M. stated that he thinks we need to go through the information that Roxy gave to the board so we can decide what we want to bring to the lawyer before we get in touch with the lawyer. He expressed his frustration and Roxy’s frustration that this has been going on for a long time and the board hasn’t acted to get things changed.
The survey that was conducted demonstrated that SCCE residents had thoughts about what should be changed and Mike M. stated that we need to act on behalf of the residents.
Kort suggested that we make the covenants and by-laws an agenda item during our next meeting so we, as a board, can go through the information that the covenants and by-laws committee gave to the board and decide how we would like to proceed.
Mike R. stated that this would likely be a very long meeting and that it might be better to have a separate, special meeting to discuss.
Howie said that he’d like some time to go through the information so that he can condense and assimilate the information to bring to the board in hopes of expediting the meeting.
Howie mentioned that he would not be at the next meeting so Kort suggested that it would be best to have the special meeting before the next meeting.
Howie expressed that he would need some time and would get back to us when he has everything together.
Howie stated that he intended and intends to visit with Roxy but so far, his and her schedules have not allowed it.
It was also brought up that Roxy gave the board members a hard copy of the report that the committee put together and also emailed everyone.
Some members stated that they didn’t remember getting the information. It was suggested that the board respond to emails to acknowledge receipt in the future.
The board members agreed this would be a good idea.
Light at Kings and Blackbird The light is up but it has not been turned on. Mike M. talked to Charlene at the power company and she said that they’re working on it. There is a work order in and they’ll get to it as soon as they can. Howie presented information regarding the ability to change the intensity of the light and use refractor shields to help from shining too brightly on residents’ homes. Howie stated that he will contact Charlene about the intensity and refractors.
Metal Fascia on Pool Buildings Marlowe and John Marlowe stated that just the pavilion needs the fascia. He stated that the quote was $258.35 and that he and John would be able to put it up. Joe asked for a motion to approve spending the $258.35 on the fascia for the pavilion and having Marlowe and John put it up. Scott made a motion to approve and Mike M. seconded. Motion carried.
Windbreak for Fence Around Pool Koby Bybee gave LuAnne information regarding a fabric that could be used on the fence to act as a windbreak. The cost was between $300 and $400. Mike R. stated that it is something we would have to put up and take down at the beginning and end of the summer season. There would be a minimal additional expense for zip ties and it would take time to do this. Mike R. also recommended using a color that matched the existing fence. A motion was made by Howie to approve buying and installing the windbreak. Seconded by Kort. Motion carried. Marlowe and Mike R. will work on getting this purchased and installed.
NEW BUSINESS
Non-residents at the pool
Residents Present at the meeting Carolyn stated that on June 14th at around 10:00 am, 5 large vehicles arrived at the pool with approximately 30 people. It appeared to be parents and small children approximately 7-8 years old and younger and about half of them in diapers.
She stated that later that evening the pool was very crowded as well.
She said that they want a solution for non-guests/residents being at the pool.
Janet stated that last Friday her daughter saw friends of hers on Facebook posting about being at the SCCE pool. These are people that her daughter knows don’t live in SCCE. She stated that word is out and people know they can come and swim at our pool as it’s not monitored.
Carolyn presented a solution in which a current list of residents could be used by volunteers to “check” people into the pool when they arrive.
Mike R. asked if anyone questioned any of the people who showed up to ask if they were residents or not. It was stated that no one asked if they were residents because they were so shocked by what they were seeing.
Carolyn stated that she called the Sheriffs department and they said they couldn’t do anything unless a board member called to make the report since it’s a common area and not private property.
Someone asked if SCCE is responsible if something happens when someone is swimming there. Howie stated that there are signs (“No Life Guard on Duty”, “Residents Only”, etc).
Dawn mentioned that there are a lot of kids there and it usually seems like a free-for-all.
Kris stated that he walked by the pool today around 4:30 and there were several young kids in the pool. He stated that he sees this often and is concerned that there’s no supervision.
Joe asked about an electronic key/card device. Howie said there are issues with these which include getting power to the gate, lost cards, management of the system. He estimated the initial cost would be around $5,000 to $6,000. Mike R. said he thinks non-residents would say they forgot their card and wait for someone to let them in, ultimately making the system ineffective. He thinks it would be a waste of money.
Kris asked if anyone knew how Chapel Valley monitored their pool. It wasn’t clear if anyone was sure on this question.
Joe asked if Carolyn would be willing to get volunteers to man the pool and check people in.
Carolyn said she would be willing to try to get volunteers for this. Her concern was enforcing issues that might arise. She wondered about being able to get ahold of a board member to enforce the rules or call the Sheriffs office. John and Mike M. both said they are usually available during the day and could be contacted.
John asked Mike R. if the security cameras could be linked other phones? Mike R. said he thought it would be possible but could look into it.
Susan said that last year there were teenage boys diving into the pool. She warned them twice but they didn’t seem to care. She mentioned that teenagers and young kids won’t listen to adults. Susan asked if something like a key could work? The lock would only lock on the outside so the key would be needed to get inside but not needed to exit the pool area. She thought maybe each household could get a key and if they lose it they would have to pay to replace it.
LuAnne said that Harvey’s Lock told her husband that they could come out and give an estimate for adding this to the gate. Joe asked LuAnne if she would be willing to get a quote. LuAnne stated that she would need to know from the board what exactly we wanted the quote for.
Joe stated that he works near Harvey’s and that he could go there and set up an appointment. He stated that he’ll have them get ahold of Howie. He also asked LuAnne if he could have her get Carolyn a clipboard with a list of names of residents.
Kris asked if we could do something as simple as getting a band or laminated card that residents have when coming to the pool?
Carolyn said they’ve talked about that in the past. Carolyn stated that ultimately they are trying to help with this situation but expect the board to do due diligence to figure this out. She wants the board to have a solution to this by next meeting.
Howie said that the board would need more information on how often this is happening and get feedback from Carolyn on how the check in process is going. Carolyn said she could send an email after a couple of weeks of doing the check in so the board has the information to help with the solution.
Summary:Carolyn will get a master resident list from LuAnne and recruit volunteers to check residents into the pool. They will contact a board member immediately if issues arise. She will email feedback after a couple weeks.
Joe will contact Harvey’s Lock Shop to have them come out and get a quote. He will coordinate this with Howie.
Mike R. will see if he can add other phones to the security cameras as board members may want to be able to use this.
The board will use the gathered information to determine a solution during the next meeting.
Creating a Board Common Issues Notebook-Howie suggested that we start a “recurring issues” notebook to keep so that we can reference it when needed and to help future board members not have to read through all the minutes to assist in understanding and solving common issues that arise. Kort stated that he could make a separate file/document to keep common issue items in and add to it as they arise. Some things that were brought up were water meters (those that we’re given exceptions as a reminder for the future), the discussion on securing the pool area for residents only, etc.
Property Lines Howie stated that it’s important that people know where their property lines are before starting a project to avoid problems. Mike M. stated that he had a survey done and that the pin had moved about 5’ from the original location. Joe stated that he talked to Ron Davis who said he has a fixed, known point of reference that can be used for property lines. Howie just wanted to make sure residents are aware of property lines before they start a project. It was recommended that the information be added to the website or newsletter or both.
4th of July Fireworks Reminder This was brought up as a reminder that fireworks are not allowed in SCCE. It was suggested that an email be sent and that it be included in the newsletter as the 4th is quickly approaching. Someone mentioned that it does state this on our website.
Airbnb LuAnne stated that she checked and there are currently two Air BnB’s operating in our neighborhood. Both of them rent out their basement. She stated that AirBnB’s are not allowed in our community but that short term rentals (2 weeks or less) are allowed during the Motorcycle Rally.
Speed Limits Howie called Dakota Barricade owned by TR Horton to see about renting their mobile speed radar trailers. The rental is $500 per month. Someone asked if the county had these for use. It was mentioned that they might but they’re very difficult to get scheduled. Howie said he’d like to see if we could get some up during the 4th of July week to help remind people of their speed. He also said he could work with residents as the trailers may have to sit in residents’ yards. He’ll look into it further and let the board know. LuAnne stated that she found signs that say “Slow Children at Play” for $25 and wondered if this would be a good investment for our community. Marlowe mentioned that he doesn’t think these signs are effective long term. Someone also said a resident asked if they could put a sign in their yard as a reminder of the speed limit. Joe thought it would be ok as it’s private property but LuAnne stated that the covenants don’t allow yard signs other than realty signs and contractor signs.
COMMITTEE REPORTS
BY-LAWS AND COVENANTS COMMITTEE – Position Open
No report given
ARCHITECT COMMITTEE – Lonnie Steinmetz
No one was present from the Architect committee
LuAnne stated that she gets an update from Lonnie on a spreadsheet but it hasn’t been updated in a long time.
Lonnie said he’s not sure about Ron or Dana adding to the list.
Someone may need to contact them to see if they can update the spreadsheet.
It was mentioned that Mr. Young is wanting to add a garage to his property.
WATER SYSTEM REPORT – Mike Riker
Mike said that well #2 seems to be working after they installed a new sine wave electrical filter and modified the drive. The install is approximately $6,000 and we’ll be getting an invoice soon.
The new sine wave filter cleans the “dirty” power to make the pump run better.
Mike also said that the septic lid has been installed.
Dirk has been doing the mowing and seems to be doing a good job. Mike feels that since he’s an employee of SCCE, he’s covered by our insurance and is less expensive than other known options, we should keep him through the summer and revisit the mowing next summer. Marlowe made a motion to continue having Dirk mow the lawn. Seconded by Mike M. Motion carried.
ADMINISTRATIVE – Joe Doran
John asked if there was a way to get a master list of SCCE residents on the website.
Everyone agreed that it would be difficult to get it on the website as it would be private information on a public website.
John wondered if there could be a way to access it by members only using a security code?
Mike R. said that there might be a way but he wasn’t sure. He could ask Holly.
LuAnne mentioned that the board members could have a master list. She would get it together and also get one to Carolynn for the pool entry.
RECREATION COMMITTEE – LuAnne Johnson
LuAnne stated that the Say Hello to Summer BBQ was moved from Saturday to Sunday due to rain and it worked really well.
They’re considering keeping it on Sunday in the future.
LuAnne turned in receipts for reimbursement in the amount of $257.35 for the BBQ expenses.
She also stated that she made three dumpster keys.
Someone asked if we were considering a BBQ grill for the shelter. Mike R. said that it could be an option and could get bolted down to secure it and available for those renting the shelter. He said it’s very difficult for people to have to bring their own grills to the shelter when they rent it and would also help during the Say Hello to Summer BBQ.
Someone asked about insurance and liability. It was mentioned that this may be something we could consider for next year.
WELCOME COMMITTEE – John Santana
No update
WEBSITE & NEWSLETTER – Holly Riker
Holly was not present
Next meeting will be Monday, July 24th, 2023, at 6:30 pm at the Doty Fire Department.
With no further business, Howie made a motion to adjourn, seconded by Marlowe. Motion carried. Meeting adjourned.
Respectfully Submitted,
Kort Herman, Secretary
