Meeting Minutes: Oct. 28, 2024
SCCE Annual Home Owners Meeting – October 28, 2024
The meeting was called to order at 6:32 pm by Board Vice President Al Stockman.
Board Members Present – Al Stockman, Howie Aubertin, Amber Rasmussen, Terron Voller, Chuck Liberty and Marlowe McDowell.
Board Member(s) Absent – Dana Coats and John Santana
Staff Present – Mike Riker, Kelsey Wyres, and Misty Danley
Staff Absent – None
Resident(s) Present – David Pearcy, Kevin Jones, Michael Montileone, and Robert Young
Approval of Agenda/Call for Changes
A motion to move the Water System Report to the top of the agenda and approve the agenda by Amber Rasmussen and seconded by Marlowe McDowell. Motion carried.
Approval of Minutes from August 26, 2024
A motion to approve the minutes was made by Chuck Liberty and seconded by Marlowe McDowell.
Minutes from the September Annual Meeting will be approved at the 2025 Annual Meeting.
WATER SYSTEM REPORT – MIKE RIKER
Bacteria testing will be done in November and December. All other testing has been completed. The results of the completed tests reported no lead or copper in excess of permitted levels. A sampling of water from five (5) homes was tested and these residents will receive letters of the results.
Mike Riker is working with CenturyLink to terminate service in order to go to a Cloud Based Cell Service for the water metering system. The proposal will be forthcoming.
Sanitary Survey is done on a tri-annual basis and will be done by December 31, 2024.
Water meter readings are done monthly prior to the 1st of the month billing. Residents were still watering their yards in October, but November billing should be back to regular monthly billings. Al Stockman asked Mike Riker if the residents could receive a copy of their water readings. Mike Riker stated that the software that SCCE purchased does not have the ability to print meter readings on the billings. It would be very labor intensive to record readings on 140 monthly invoices for Mike and Kelsey and the billing software that is capable of printing readings is approximately $5,000.
Repainting of the water tower will need to wait until Spring 2025 now that the weather has turned. Mike Riker will continue to seek additional bids for the repainting project to bring to the Board.
Kevin Jones inquired about how long the HOA will have water if the power goes out. Mike Riker recounted that during Atlas the HOA was out of power for three (3) days, so residents conserved water and no residents were without water.
The pool was winterized by Pool n Spa Center in September. Mike Riker winterized the well and pool house.
Mike stated a resident contacted him about the procedure to install a 2nd meter on their property for a tiny home. Mike advised them that in order to add a separate water line, the meter pit would have to be moved to the tap by the street and the second line would then be added. All additions to the water service would be at the resident’s expense. Mike also advised them to contact the Architectural Committee prior to making any changes to their property per our SCCE HOA Covenants.
Mike has contacted Kieffer Sanitation to stop scheduled pick-ups of the dumpster located in the parking lot of the Commons Area and we will schedule pick-ups as needed through the winter. The dumpster has been locked for the season.
Al Stockman thanked Mike Riker for his report.
TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS – HOWIE AUBERTIN
SCCE received the Satisfaction of Mortgage from BHFCU for the swimming pool.
As decided during the 2024 Annual Meeting, the Board will review and approve a complete month’s financials. The following financial report is for September 2024. Income was $12,443 and expenses were $10,248. Included in the expenses are the Black Hills Energy, Casey Peterson’s 2nd Quarter 2024 payroll reporting, the last MDU billing to include the pool for the year and the quarterly insurance installment. Al Stockman inquired about our attorney bill. The HOA paid $977 and that was recorded on the July 1 - August 25 reports.
Howie reviewed the Payroll Summary and it was discussed to total Dirk Dosch’s payroll for the 2024 Season to ensure that hiring a seasonal employee to maintain the grassy area in the Commons is fiscally beneficial over hiring a professional lawn service. The biggest advantage to hiring a seasonal employee is that the HOA has control over when and the frequency of mowing.
The Aging Summary was reviewed and Howie will follow up with Wheeler’s. Lanham’s daughter is coming into town and will confirm the balance is brought current. Terron Voller will reach out to someone who can check with Ley’s about the outstanding balance. Amber Rasmussen asked Kelsey Wyres if late fees are charged and how that process is handled on behalf of the HOA. Kelsey Wyres replied that she does assess late fees when needed. Howie informed the attendees that Certified Letters will go out before the end of the year if the balances are not brought current.
Howie Aubertin reported that he re-applied for tax-exempt status for the Water Tank, Well #1, and future Well Properties. The County does not make a determination until April 2025.
SCCE currently is required to submit Beneficial Ownership Information on behalf of the HOA according to the Corporate Transparency Act. Howie Aubertin made a motion that the Board Secretary will be the designated Reporting Agent and the Board President will be designated as the Designated Owner during their terms. Terron Voller seconded the motion. Motion carried. Amber Rasmussen, Board Secretary, will submit the information on behalf of SCCE.
Amber Rasmussen asked if there has been a decision about the CD maturing on December 30, 2024. It was decided that the Board would be prepared with the current CD Rates at BHFCU for the November meeting and a decision on how to proceed with the $24,999.33 will be voted on at that meeting.
There was a discussion that the signatures at BHFCU still need to be addressed and will be done prior to the November meeting.
With no further questions, Amber Rasmussen made a motion to approve the financial report. It was seconded by Marlowe McDowell. Motion carried.
OLD BUSINESS
Amendment to the Covenant
Al Stockman expressed Dana Coats’ desire to be present for this update, so the Board decided to table discussion about the Amendment until the November meeting.
Common area landscaping
Additional quotes for the landscaping improvements at the Commons Area were collected and it was agreed that Natural Prospective was the most cost-effective bid. The landscaping included on the bid is the addition of two (2) barberry bushes, replacing the spruce tree, pruning the crab apple tree, and removing and replacing the bushes in the planter around the shelter. It was decided that the landscaping will be tabled for now.
Nets for the pickleball and volleyball courts
Al Stockman and Howie Aubertin inspected the nets and feel the nets are sufficient for the Fall/Winter 2024 and Spring 2025. It was determined that the Board will revisit the nets for the Summer 2025. Al Stockman volunteered to take down and store one of the pickleball nets for the winter.
Chairperson for Recreation Committee
As of this meeting, no one has volunteered to Chair the Recreation Committee. The recruitment of a Chair will continue.
NEW BUSINESS
Budget information ready for November meeting
Howie Aubertin informed the Board that he will meet with Mike Riker and have recommendations on future maintenance to the HOA water system so the Board can decide on an HOA fee increase for 2025, pending approval.
WATER SYSTEM REPORT – MIKE RIKER
Water system report given at the top of the agenda
BY-LAWS & COVENANTS COMMITTEE – AMBER RASSMUSSEN
Amber Rasmussen reported that there were no new Change Requests submitted to the Committee for review or approval in October. She also stated that committee member, Kevin Galbreath, has listed their residents for sale. A possible replacement for his committee seat may be needed. Suggestions for possible members were discussed and Board members will personally visit with these residents prior to recording the information in the minutes.
RECREATION COMMITTEE – MISTY DANLEY
Misty Danley updated the Board on the upcoming SCCE Halloween Pizza Party on Halloween
The next meeting will be on November 25, 2024, at 6:30 pm at the Doty Fire Department.
With no further business, Amber Rasmussen made a motion to adjourn, seconded by Howie Aubertin. Motion carried. Meeting adjourned.
Respectfully submitted,
Misty Danley, Administrative Assistant
on behalf of Board Secretary, Amber Rasmussen
