Meeting Minutes: Nov 25, 2024
SCCE Annual Home Owners Meeting – November 25, 2024
The meeting was called to order at 6:30 pm by Board President Dana Coats.
Board Members Present - Dana Coats, Al Stockman, Howie Aubertin, Amber Rasmussen, John Santana, Marlowe McDowell, Chuck Liberty and Terron Voller
Board Member(s) Absent - None
Staff Present - Mike Riker and Misty Danley
Staff Absent - Kelsey Wyres
Resident(s) Present and Signed In - Karla Voller, Lonnie and Jennie Steinmetz, Ted Johnson, Michael Montileone, Curtis Bietz and Kevin Johnes.
Approval of Agenda/Call for Changes
Dana Coats motioned that the Homeowner Complaint be moved to Executive Session.
Dana Coats also requested Committee Reports before Old Business for tonight and future meetings. A motion for the change to the Agenda was made by Howie Aubertin and seconded by Al Stockman.
A motion to approve the agenda was made by Chuck Liberty and seconded by John Santana. Motion carried.
TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS – HOWIE AUBERTIN
Howie Aubertin, Treasurer, reported to the Board and residents in attendance that SCCE HOA had a net profit for October 2024 of $1,000. Additional information regarding this will be discussed later in the meeting.
The resident at the top of the A/R Aging Report still needs to be addressed. Kelsey is continuing to work with the other past due residents to bring their accounts current.
SCCE HOA has $153,202.35 in the bank as of the November 2024 bank statement between the checking, savings and CD accounts.
A motion to approve the financial report was made by Amber Rasmussen and seconded by Chuck Liberty. Motion carried.
COMMITTEE REPORTS
WATER SYSTEM REPORT – MIKE RIKER
Mike Riker reported that there are no current expenses for the water system. There will be one (1) additional test to the water system in December plus the Tri-Annual Inspection to the well house and tank will be done by the end of 2024.
Mike Riker stated that he is continuing to research the additional equipment and upgrades needed to convert the landline at the well house to a cell data system. He will present the quote to the Board once it’s finalized.
There will be an upcoming expense for a delivery of four (4) fifteen (15) gallon totes of chlorine for the HOA water system. Mike Riker reminded the Board that he will continue to seek an additional quote for the repainting of the tank.
Michael Montileone asked if all the homeowners are in compliance with the new water meter system. Mike Riker stated there are two (2) residents that do not have the new water meters installed in their homes. One resident received a special circumstance exemption for the internal water meter. The other resident has resisted the installation of the water meter and initially agreed to put in a water pit near the front edge of their property at their expense in lieu of the in house installation. Mike Riker said that he would confirm the second resident’s willingness to prepay for the meter pit by the January 2025 meeting or allow to have the water meter installed in their home by the same deadline.
Mike Riker stated that there have been several new residents moving into our HOA and requested a copy of the Master Residents List once the updates have been compiled.
BY-LAWS AND COVENANTS COMMITTEE – HOWIE AUBERTIN
Howie Aubertin reminded the Board and residents in attendance that Mike Riker brought to the Board’s attention during the October 2024 meeting that a SCCE resident inquired about an additional meter pit on their property for a tiny house. Howie Aubertin stated that the SCCE covenants Article II.6 state that all dwellings must be no less than 1,200 square feet and Article II.8-10 states an enclosed garage large enough to house at least two cars must be constructed at the same time as the house is constructed. Based upon these covenants, a tiny house would not be allowed in SCCE. Amber Rasmussen suggested that an addition to the covenants may need to be added in the future stating that a tiny house is not allowed in SCCE.
Howie Aubertin updated that the work group is continuing to establish the final wording for the change to the Recreational Vehicle Covenant. The following are items included in DRAFT form only:
Parking of a recreational vehicle will be permitted in an enclosed garage; detached shop; or beside, back of or next to the dwelling. Board exceptions may be requested if the resident’s lot does not allow safe parking in one of the approved locations.
Recreational vehicles will only be permitted to be parked in front of the dwelling for loading or unloading for a maximum of 7 days.
Recreational vehicles will be limited to three (3) per property, if parked outside of an enclosed structure.
Karla Voller asked if the Board or work group knows the number of people that don’t want parking in front of the dwellings. Al Stockman, a member of the work group, stated that unless there is no other option, the work group prefers that alternate vehicles are not parked in the front of the dwelling. He also stated that if an exception allows parking in the front of the house by the Board, there will be a set back requirement, which has not been determined as of yet.
Dana Coats asked that the work group meet again and bring more definitive wording to the January Board Meeting.
ARCHITECTURAL COMMITTEE – AMBER RASMUSSEN
Amber Rasmussen reported that there were two change requests submitted to the committee.
One request was approved and the other is still in the planning phase and the request was for guidance. The committee is working with the homeowner.
RECREATION COMMITTEE
Dana Coats thanked members of the Recreation Committee and other volunteers at the Halloween Party held at the Shelter on Halloween.
There was a discussion about the vacant Committee Chair position and it was suggested that the committee have Co-Chairmen and/or a Co-Chair for each event.
OLD BUSINESS
Signatures on the BHFCU Checking Account
BHFCU Account Signatures have been updated and resolved. The Board agreed that two signers for the HOA account is sufficient.
Member Letter
The Membership Letter is included in the SCCE By-Laws, Article II, Section 2.05: Certificates. John Santana, member of the Welcome Committee, reassured the Board that the Welcome Committee presents all new homeowners with a copy of the Membership Letter, By-Laws, Covenants and two (2) coffee mugs. The Board decided that the Membership Letter will be reviewed during the January Board Meeting.
NEW BUSINESS
Homeowner Complaint
Moved to Executive Session
Financial Review
Howie Aubertin recapped the Board’s duties as directed by the By-Laws in Article VI, Section 6. Section 6.03 states that it’s the Board of Directors responsibility to determine and set the monthly rate of HOA Dues. The current HOA dues are $70 per month. The dues breakdown assigns $35 per month to the water bill of each resident and $35 per month to maintain the commons areas and pool owned by the HOA. The last increase of the HOA Dues was in 2017 when that Board of Directors voted to increase the $55 per month dues by $15 to the current $70 per month.
The HOA aging water system and infrastructure has been a concern and the Board is looking into a five (5) year plan to have assets in place to handle maintaining our HOA water system and roads as needed. Howie Aubertin reminded those in attendance that if a loan would have to be secured for unexpected or catastrophic repairs, the HOA would need 10-20% of the cost of the repairs to use as down payment. Mike Riker stated that our HOA currently does not qualify for State SRF Funds based upon our current HOA breakdown of dues. A current qualification on the application for SRF Funds has a minimum amount charged for the water system than SCCE currently collects. The SRF Funds would not be a viable option in the event that our water system failed.
Howie Aubertin reviewed the HOA’s yearly expenses, as well as a comparison of fiscal growth to the HOA financial situation based on several options for an increase in monthly dues for the Board’s review and consideration.
Mike Riker expressed his appreciation for all the research and work Howie Aubertin did on this proposal. Mike Riker reported to those in attendance of the meeting that in 1999 our HOA had funds in place for the well project and no loan was needed. If there was a water line break, the cost of the repair could be in excess of $15,000. If a pump needed to be replaced, it would be in excess of $30,000.
Mike Riker also stated that he is currently working on a water project for Westberry Trails HOA. Westberry Trails has 75 residents and $145 per month of their $200 per month HOA fees goes directly to support their water system. The additional $55 per month of dues provides for plowing, sanitary services, etc within their HOA. Mike Riker recommended a $30 per month increase to the dues with a $5 annual increase for the next five years. Amber Rasmussen stated that the Board is supportive of a dues increase with integrated annual increments.
Dana Coats requested that the Board takes the information presented tonight home to study and a decision will be made at the January 2025 meeting.
Maturing BHFCU Certificate of Deposit
SCCE 12 mo certificate of deposit 0117 will mature on December 30, 2024. Currently the CD earns approximately $86 per month ($839.95 - 2024 year to date) in interest at a rate of 4.25%. There was discussion about if and how to reinvest the $24,586.04 currently in the CD. Jennie Steinmetz informed the Board that currently Charles Schwab is offering 5.5% to 6% rates on short term CDs. She said that Charles Schwab normally has no fees for self directed investments and volunteered to assist in the research and rollover of the funds, if so requested.
A motion was made by Amber Rasmussen that Howie Aubertin research a 6 month CD with the highest rate possible with no fees to transfer from the expiring CD into and seconded by Al Stockman. Motion carried.
The next meeting will be on January 27, 2025, at 6:30 pm at the Doty Fire Department.
With no further business, Dana Coats adjourned the public meeting of the Board at 7:50 pm and entered Executive Session at 7:55 pm.
Respectfully submitted,
Misty Danley, Administrative Assistant
on behalf of Board Secretary, Amber Rasmussen
Executive Session called to order at 7:55 pm regarding the Homeowner’s Complaint
