Meeting Minutes: Mar 22
SCCE Board of Directors Meeting – March 22, 2021
The meeting was called to order at 6:31pm by President Carolyn Ellington. Board members present are Dana Coats, John Santana, Howie Aubertin, Marlowe McDowell, Joe Hofmann and LuAnne Johnson
Board Members absent – Scott Wagner
Staff present – Kelsey Wyres and Mike Riker
Resident(s) present – Mrs. Jan Matkins
Approval of agenda and call for changes – Motion was made to approve the agenda by LuAnne, seconded by Dana. Motion carried.
Approval of SCCE Board minutes from the February 22, 2021 meeting. Motion was made by Howie and seconded by Dana. Motion carried.
Treasurer/Bookkeeper Report and Approval of Financials
Financial Reports: Were emailed to Board Members from Kelsey Wyres
* A/R Aging Summary was reviewed as of March 20, 2021
* Payroll Summary from January through December 2021
* Balance Sheet as March 20, 2021
* Profit & Loss for March 1-20, 2021
* Profit & Loss Previous Year Comparison July 1, 2020 through March 20, 2021
* Transaction List by Vendor for March 2021
Carolyn thanked Kelsey for contacting residents who have been delinquent on payments and bringing our SCCE financial records up to date. Great job, Kelsey!
A motion to approve the March financials/treasurer report was made by John and seconded by Marlowe. Motion carried.
NEW BUSINESS:
Carolyn welcomed John Santana to the SCCE Board of Directors. LuAnne will update Board of Directors listings.
Carolyn thanked John Santana and Dennis Shaar for repairing the SCCE mailbox.
SCCE HOA Insurance information – asked Kelsey to please check the bookkeeping records for insurance documents.
Picnic Shelter Reservations for 2021 – Can the shelter be rented for the Summer 2021 season? Mrs. Jan Matkins expressed her interest in allowing the shelter to be open for reservations. After discussion, a motion was made to allow reservations to groups no larger than 50 people. These people will be responsible to follow the CDC guidelines and the SCCE HOA will not be responsible for any COVID-19 related issues. All approved, motion carried.
Common’s area dumpster – LuAnne will contact Kieffer Sanitation and Sanders Sanitation and get prices for the 2021 Summer season. LuAnne will email Board members with costs and will have a vote via email. Once we receive the required votes, she will order the dumpster and have it delivered to 1520 Kings Road.
OLD BUSINESS:
By Laws and Covenants Committee – Dana
Dana said one of the biggest concerns is residents updating property without approval. Also, boats, campers and roofing materials are some of the bigger issues as well. Dana will contact committee members to discuss these issues and look toward resolution.Howie will set up appointment with the Black Hills Federal Credit Union (BHFCU) to get account and checking signatures updated along with copies of our swimming pool loan.
Little Free Library – once again, thank you to John Santana for building and supplying all the materials. Thanks to Carolyn for paying the registration fee. It is greatly appreciated.
Delinquent Water Bill letters – Carolyn updated these letters and sent to the Board for review before this meeting. After discussion, the Board will approve these letters to be sent to residents if they are delinquent in paying their water fees. A liability statement will be included for people using their own plumber as well.
Covenant Violation - Letter to Shed Owner – Carolyn will visit with Mike Wheeler (DeMerssenman Jensen Tellinghuisen & Huffman, LLP Lawyers) and then send this letter via registered mail.
Lawn Care at Commons Area – We have received a bid proposal from TruGreen for the 2021 season. Carolyn will contact Warne Chemical for a bid proposal. Once we have the cost, the Board can then decide who will be awarded the contract will be for the 2021 season.
Flemming Brothers Lawn Service – After discussion, we will continue to have Flemming Brothers provide lawn service for the 2021 season. Dana will contact Flemming Brothers.
Bookkeeper boxes of old files – Kelsey & LuAnne will coordinate time to get together to purge these files.
WATER SYSTEM REPORT - Mike Riker
Water System Reader – still waiting for the FCC to approve our application. As soon we are ready to proceed, Mike R. will contact LuAnne, and she will provide an updated 2021 SCCE Residents phone listing.
Credit application for the water meter supplier – Howie asked the team to meet after tonight’s meeting to review the application. Need to have this completed before we can order the parts.
SWIMMING POOL UPDATE - Mike Riker
Mike talked with Jackson Herman regarding the 2021 SCCE Pool Maintenance Position.
The SCCE Commons Area/Swimming Pool restrooms will be open by mid-May for resident’s use.
RECREATION COMMITTEE REPORT – LuAnne Johnson
Easter Egg Hunt – we have filled about 1900 Easter Eggs and are ready to go!
Spring Clean-up will be held on May 15, 2021 starting at 9:00AM. The SCCE Board of Directors hosts this community event.
The next SCCE Board of Directors meeting will be on April 26, 2021 at Doty VFD starting at 6:30pm.
With no further business, Dana made a motion to adjourn, Marlowe seconded. Motion carried.
Meeting adjourned.
Respectfully Submitted,
LuAnne Johnson
SCCE Secretary
