Meeting Minutes: May 20, 2024
SCCE Board of Directors Meeting – May 20, 2024
*This meeting was held on the 3rd Monday of May due to Memorial Day Holiday following on the 4th Monday.
The meeting was called to order at 6:35 p.m. by Board President, Joe Doran.
Board members present were Joe Doran, Lonnie Steinmetz, Kort Herman, Chuck Liberty, Michael Montileone, and Marlowe McDowell.
Board Member(s) absent – Howie Aubertin and John Santana
Staff Present – Kelsey Wyres, Misty Danley and Mike Riker
Staff Absent – None
Resident(s) present – Mike and Anita Pendo, Dawn Liberty, Janet Gullion, Bill and Julie Lein, Corey and Susan Johnson, Curtis Bietz, Darrel Kjerstad, Douglas Jackson Jr, Ted and LuAnne Johnson, Amber Rasmussen, Holly Riker, Jessy, and Rob Cole, Kevin and Sharon Jones, Terron Voller, Al Stockman and Kevin and Janie Mooney
Approval of Agenda/Call for Changes
A motion to approve the agenda was made by Marlowe McDowell and seconded by Kort Herman. Motion carried.
Approval of SCCE Board minutes for April 22, 2024 meeting - Joe Doran called for discussion and/or questions regarding the minutes for the April 22, 2024 SCCE Board Meeting.
Michael Montileone requested clarification of Page 2, Paragraph 5 of the minutes. Michael stated that he is unaware nor does he recall the Board giving guidance to or approval of the forming of a resident committee to create and seek support regarding an amendment to the SCCE By-Laws.
It was determined that the resident committee mistook a personal statement by Marlowe McDowell as instruction by the Board as a whole. After discussion, it was decided that the statement in the minutes was not accurate.
Joe Doran called for a motion to strike the Paragraph from the official minutes. Michael Montileone made the motion and was seconded by Chuck Liberty. Motion carried.
TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS - Howie Aubertin
Howie Aubertin was absent for the meeting but remitted his report via email and it was read by
Kelsey Wyres, SCCE Bookkeeper:
April saw most transactions for paying utility services. There was a $2211 bill for pool supplies. Mike Riker purchases a large quantity of pool chemicals at the beginning of the season when the Pool & Spa Center has a sale which results in significant savings.
We have a handful of residents who are two or more months behind on their Dues payments. The top of the list is Van Buskirk, Kelsey Wyres finally was able to contact them and Van Buskirk’s have brought their Dues current.
We are steady at having a balance slightly above $160,000 at $162,770. We have been at this point for several months.
We had income from dues at $9,743 and expenses at $9,662 for a net profit of $81. This relates to our flat balance sheet. Net Income is down about $9,000 from last year which can be mainly attributed to the expense for installing the pool security control key system.
Other operating expenses also increased over the period.
A motion to approve the financial report was made by Lonnie Steinmetz and seconded by Chuck Liberty. Motion carried.
OLD BUSINESS
Amendment/Guidelines - Joe Doran
Joe Doran reported that attorney Michael Wheeler has prepared a legalese version of the presented amendment during the April Board meeting. The 84 signatures on the amendment were verified by comparing names and addresses to the names on record with Pennington County, using Rapid Map. LuAnne Johnson asked if the 84 residents that signed the amendment were called to verify that they did in fact sign the amendment. Joe stated that address verification was all that was done. LuAnne Johnson also asked if all SCCE residents were notified of the amendment prior to submission to the Board during the April Board meeting. Lonnie Steinmetz reported that not all the residents were notified nor were copies of the amendment given to all residents. Holly Riker clarified that according to the By-Laws, all residents must be made aware of a proposed amendment prior to a change or addition to the By-Laws. (Refer to Article XI Section 11.01 of the By-Laws available on the SCCE website) Ted Johnson recounted the process of adding Amendment 3 to the SCCE By-laws for the Board and residents present. Ted reminded the Board that following the proper procedure is critical to avoid possible liability by the Board.Kort Herman stated to the audience that the Board is in favor of an amendment to allow parking of campers, trailers, and recreational vehicles to be parked next to houses but the Board wants time to follow proper procedures. Michael Montileone added that the Board also wants transparency during the process for all residents. Joe Doran has contacted Brian McCullen of Bangs, McCullen Law Firm regarding representation of the SCCE HOA and Board moving forward.
After much discussion of the amendment and the 6 steps to amend the covenants presented at the April Board meeting, Chuck Liberty summarized that Joe Doran has called for a motion to continue the amendment to allow for procedures and processes are followed according to the By-Laws and recognized the residents’ committee provided a verified survey of support from a majority of the residents that an addition to the By-Laws is desired. The Board will prepare and notify all residents of the proposed addition to the By-Laws, following confirmation from SCCE attorney, and continue the process according to our By-Laws.
A motion to continue the discussion and processes of the Amendment was made by Lonnie Steinmetz and seconded by Marlowe McDowell. Motion carried.Key Fob Update - Misty Danley
22 key fobs were distributed during the Spring Clean Up on May 18, 2024. Additional key fobs will be distributed prior to and after this meeting, Thursday, May 23rd and June 9th at the pool area. Misty stated that she has posted her phone number on the SCCE Facebook page to allow residents to text her to make arrangements to pick up fobs if they are unavailable during the four posted dates/times.Plexiglass Update - Chuck Liberty
Chuck Liberty reported that three (3) additional sheets of plexiglass will be purchased and installed on the gates in order to child proof the locks.
Fascia - Marlowe McDowell
Marlowe McDowell reported that the fascia supplies needed for the SCCE project are out of stock with our supplier. Once available, he and John Santana will install.
New sign/banner for Summer BBQ / First Responder Appreciation BBQ - LuAnne Johnson
LuAnne Johnson presented the two quotes for signs for both entrances of SCCE development.
Two (2) corrugated signs will be $397 or two (2) vinyl banners will be $377, plus tax. The
Recreation Committee would prefer the corrugated signs for durability and ease of installation. A motion was made to approve the two (2) corrugated signs for the Summer BBQ / First Responder Appreciation BBQ by Chuck Liberty and seconded by Lonnie Steinmetz. Motion carried.
NEW BUSINESS
Additional items needed for the pool area - Mike Riker
Mike Riker reported that currently both 2hp pumps are working properly but due to the current 6 month lead time for 1 ½ hp pumps, he would like the Board to consider approval to order a pump now to avoid issues should something happen to one of the two main pumps.
The Pool Rules Sign needs to be replaced and based upon LuAnne Johnson’s bids, he feels the sign will approximately cost $300.
A 3rd round table for the pool area. LuAnne Johnson reported that the other two tables were purchased in 2018 at a price of $821 per table. Current pricing for a similar table is approximately $1100. New manual lift or pin umbrellas for the 2 current tables and new table, if approved, are needed as well. Pricing on the umbrellas range from $439 to $639 per umbrella.
A motion to approve $3,000 for pool equipment was made by Lonnie Steinmetz and seconded by Michael Montileone. Motion carried.
COMMITTEE REPORTS
Verification of Committee members was done before the February meeting. Updated Rosters were distributed following the meeting.
By-Laws and Covenants Committee - Howie Aubertin
Howie Aubertin absent. No Report given.
Architectural Committee - Dana Coats
Dana Coats was not present. Amber Rasmussen reported that the current committee and process seems to be working well. Misty Danley reported that the Committee has received and approved seven (7) Change Forms since the April meeting.
Water System - Mike Riker
Mike Riker reported that the tri-annual water sampling has been done and he will report on the results once received. There will be a larger than normal bill due to this required test.
The Spring Clean Up went smoothly. Mike stated that Chuck Liberty helped with the pool maintenance and prep work prior to Clean Up Day and the pool will be ready to open early this year. He’s going to open the pool on Saturday, May 25th. One of the heaters is not functioning properly but the repair should be completed by Friday, May 24th. The current temperature of the water is 78*. A temperature of 83* is the normal operating temperature. Mike reminded the attendees that the pool hours are 9 am to 9 pm. Adult swim is from 9 am to 10 am, all swim after 10 am.Recreation Committee - LuAnne Johnson
Mike Riker posted on the SCCE Facebook Page that 20 households were represented during the Clean Up Day and only a few projects are left to be completed. Painting of the two (2) new doors, fascia and trim on the pump house are yet to be done. LuAnne Johnson expressed her appreciation for all the hard work and organization by Mike Riker for the Spring Clean Up and Chuck Liberty for his efforts that helped get the pool ready ahead of schedule.
LuAnne Johnson also reminded attendees of the meeting that the Spring BBQ will be held from 12:00 to 1:30 on Saturday, June 9, 2024.Additional Business - Joe Doran
Joe Doran thanked all the residents who attended the meeting and expressed the Board’s hope that residents will continue to attend meetings after the amendment has been completed. With no further business, Kort Herman made a motion to adjourn, seconded by Michael Montileone. Motion carried. Meeting adjourned.Next meeting will be on June 24, 2024, at 6:30 pm at the Doty Fire Department.
With no further business, Kort Herman made a motion to adjourn, seconded by Michael Montileone. Motion carried. Meeting adjourned.
Respectfully submitted on behalf of Kort Herman, Secretary
Misty Danley, Administrative Assistant to the SCCE Board
