Meeting Minutes: May 19, 2025

Written By SCCE Administrator

SCCE Annual Home Owners Meeting – May 19, 2025

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, Chuck Liberty, and Terron Voller.

  • Board Member(s) Absent - John Santana and Marlowe McDowell.

  • Staff Present - Misty Danley and Mike Riker.

  • Staff Absent - Kelsey Wyres.

  • Residents in attendance who signed in - Holly Riker.

Approval of Agenda/Previous Minutes/Call for Changes

  • A motion to approve the agenda was made by Amber Rasmussen and seconded by Howie Aubertin.

    • Motion carried

  • A motion to approve the minutes from the April meeting was made by Howie Aubertin and seconded by Chuck Liberty.

    • Motion carried.

TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS – HOWIE AUBERTIN

  • Howie Aubertin reviewed the HOA financial reports that were emailed to the Board members prior to the meeting. BHFCU bank account balance as of April 30, 2025 is $165,609.27, including checking account balance of $48,494.11, remaining balance in the SCCE HOA savings and CD accounts.

  • CD 0118 and 1000 are set to mature June 30, 2025. The Board will need to determine if renewing the CDs with BHFCU is the best option or if there is a better option for the SCCE funds.

  • The down payment to Dakota Asphalt check for $11,000 was outstanding on the April 30, 2025 bank statement.

  • While Howie Aubertin was reviewing the expenditures on the financial reports, Al Stockman questioned the $183 dog waste bag purchase. Mike Riker reported that 3,000 dog waste bags were ordered and that is the number of bags ordered annually for the commons area.

  • There was a discussion about the $471 expense for the Easter Egg Hunt, which is in line with previous years.

  • Also discussed was the heat/electric bill for the pool during the closed season. Mike Riker stated that the pump room has electric heat that is necessary during the off season months.

  • A motion to approve the financial report was made by Amber Rasmussen and seconded by Al Stockman. Motion carried.

    • Motion carried.

COMMITTEE REPORTS

WATER SYSTEM REPORT – MIKE RIKER

  • Mike Riker reported that Well #1 is currently not operating. A fitting in the well house broke, causing water to spray damaging the RFD. State Farm Insurance has been contacted regarding a possible insurance claim for the repairs. Greg Morford has been assisting with the electrical portion of the repairs. Mike Riker has been unable to determine if there was damage to the pump in the hole at the time of this Board meeting. As of the meeting, the estimate for the repairs and materials is $13,100.

  • Mike Riker also reported that there is a water service line leak on the road by the Horse Barn that will need to be repaired as soon as possible. The leak was detected by indications of ground saturation. An inspection of the line, extent of the damage and estimate for the repair should be available to this for the June 2025 meeting.

  • Tri Annual inspection of our well water was done in April. Mike Riker will provide some additional paperwork requested by the inspector and make the final report available to the Board and HOA once he receives it.

  • Mike Riker reported that chemicals have been purchased for the season at a 20% savings. The cost was $2,440. He has bumped the pumps and performed a test run. Only a minor plumbing issue was detected and will be repaired prior to opening. Ivan Jensen will be doing the public restroom checks.

  • Mike Riker reported that two (2) years ago the cost to install the meter pits on the street was $1,000 per household. The estimate to install a meter pit is $3,500 to $5,000. There are two (2) residents that have not installed the meter pits. Mike Riker will verify with Kelsey Wyres that the pits were billed and paid by these residents during the original billing of residents. Howie Aubertin made a motion that if the two (2) residents were not billed or haven’t paid for the pits, Kelsey Wyres will bill them, Mike Riker will send the residents a letter and the Board will allow them to wait to install the meter pits and the meter pits will be required to be installed prior to the sale of the sale of their property. Amber Rasmussen seconded the motion.

    • Motion carried.

ARCHITECTURAL COMMITTEE – AMBER RASMUSSEN

  • Amber Rasmussen reported some details on the new home being built on Lot 1 Red Deer Road.

  • Nothing else to report for April.

RECREATION COMMITTEE – NO CHAIRPERSON

  • The June 21, 2025 Summer Kick Off and First Responder Picnic is the next HOA event.

  • Misty Danley will send an email to the Recreation Committee members and Board members for availability and volunteers for the picnic.

BY-LAWS AND COVENANTS COMMITTEE – HOWIE AUBERTIN

  • Howie Aubertin reported that he was unable to meet with Holly Riker about the letter to be sent to the residents for the July 28, 2025, Special Meeting to discuss the amendment change, future increase in HOA dues, and possible accessibility of the membership list. Howie Aubertin will draft a letter to the residents that will be mailed along with the proposed amendment, in accordance with the By-Laws, for the July 28, 2025 Special Meeting.

  • Holly Riker once again stressed the potential HOA liability of publicizing the residents’ list and advised the Board to check with our attorney prior to making the final decision. Terron Voller suggested an Opt Out option be available to the residents, Holly Riker stated that she has the Opt Out option already created. Howie Aubertin feels that the resident contact information available to the Board and Committee members. Holly Riker informed the Board that Mike Riker uses one list of addresses he uses for the meter pits, Kelsey Wyres has a list of the payers of the HOA dues and water bills, Misty Danley has a list for the key fobs and she has a list for residents that have opted in for the HOA newsletters and social media content. Al Stockman thanked Holly Riker for all her work on this project. Dana Coats agrees that prior to making a decision, legal advice should be considered. Amber Rasmussen said that she will talk with Emily at our attorney’s office, Bangs McCullen Law Firm, since they are on another Board together. If Emily can or chooses to give advice on this concern, we might not need to consult our attorney. If Emily chooses not to give advice, Howie Aubertin offered to make an appointment with Cale Fierro, our attorney.

  • Dana Coats reported that an arborist has noticed woodpeckers and beetles in dead trees and feels that this information should be included in the next newsletter to the residents. Dana Coats received an estimate of $40 per tree to have them sprayed by a professional. Holly Riker agreed to include the information in the next newsletter.

OLD BUSINESS

HOA Dues Rate Adjustment

  • The 2026 HOA rate increase will be included in non-specific terms in the upcoming letter to the residents to allow any questions to also be addressed during the July 28, 2025, Special Meeting.

Red Deer Road Repair & Water Tank Painting

  • The repairs to Red Deer Road will be $36,624. The estimate Mike Riker received last year to have the water tank repainted was $10,418.

HOA Member List

  • Addressed earlier in the meeting.

Pickelball Nets

  • Al Stockman reported that both sets of nets need to be replaced. The nets can be purchased from Pickleball Central Company for $47.99 each, plus shipping and tax. Al Stockman made a motion for Al Stockman to order two sets for the pickleball court. Amber Rasmussen seconded the motion.

    • Motion carried.

Clean Up Day Results

  • Mike Riker recommended waiting on May 30, 2025 to open the pool based on the upcoming weather report. (40* to 60*), because it’s hard to maintain the temperature of the pool during the cooler days after opening the pool for the season. The Board recognises Mike Riker’s experience and expertise regarding this decision and defer to his judgement.

  • Mike Riker stated that projects that need completed from the Clean Up day are:

    • The make-shift turn buckle still needs to be replaced at the pool to maintain a proper alignment of the gate and lock.

    • ‘Trim around Wellhouse 1 and the doors at Wellhouse 2 still need repainting.

NEW BUSINESS

  • No new business.

The next meeting will be on Monday, June 23, 2025, at 6:30 pm at the Doty Fire Hall.

  • With no further business, Chuck Liberty made a motion to adjourn the meeting at 7:25 pm.

  • Al Stockman seconded.

  • The meeting adjourned.



    Respectfully submitted,

    Misty Danley

    Administrative Assistant on behalf of Board Secretary, Amber Rasmussen

SCCE Administrator
Next

Meeting Minutes: April 28, 2025