Meeting Minutes: June 23, 2025
SCCE Annual Home Owners Meeting – June 23, 2025
The meeting was called to order at 6:33 pm by Board President, Dana Coats.
Board Members Present - Dana Coats, Al Stockman, Howie Aubertin, Chuck Liberty, and Terron Voller.
Board Member(s) Absent - Amber Rasmussen, John Santana, and Marlowe McDowell.
Staff Present - Misty Danley and Mike Riker.
Staff Absent - Kelsey Wyres.
Resident(s) Present and Signed In - Holly Riker and Curtis Bietz.
Approval of Agenda/Previous Minutes/Call for Changes
A motion to approve the agenda was made by Al Stockman and seconded by Chuck Liberty.
Motion carried
Board President, Dana Coats, noted that the amount of the water tank repainting recorded in the May 19, 2025, minutes should read $36,624 instead of $10,418 as recorded. A motion to make the correction and approve the minutes with the correction was made by Chuck Liberty and seconded by Terron Voller.
Motion carried.
TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS – HOWIE AUBERTIN
Howie Aubertin reported to those in attendance that the HOA Gross Profit for May 2025 was $8,925, however, the HOA employees did not receive their May salaries until June. The adjustment for the wages will reduce the GP to $3,068. Mr. Aubertin also mentioned that due to outstanding balances of residents and the timing of monthly payments for HOA fees, there was 25% less income for May. The Board believes that this issue is becoming a problem that requires addressing by implementing a higher late fee and monthly fee for non-current accounts. Currently, accounts are billed a $5 late fee only. Howie reported that other HOAs in our area are charging a $15 late fee and $5 per month until the account is brought up to date. Al Stockman would like confirmation from Kelsey Wyres that statements are being sent to residents with outstanding balances when monthly invoices are sent to ensure they are aware of the balance on their accounts.
Dana Coats reported that he and Kelsey have been in contact with Dahlman’s regarding the balance on their account, and they assured them they would bring the account current. Al Stockman requested the procedure for reimbursing the pickleball nets he ordered on behalf of the HOA. Misty Danley instructed Al Stockman to submit the receipt to Kelsey Wyres for reimbursement, and a check will be issued when the other June bills are paid in July. A motion to approve the financial report was made by Al Stockman and seconded by Terron Voller.
Motion carried.
COMMITTEE REPORTS
WATER SYSTEM REPORT – MIKE RIKER
Mike Riker reported that the repairs to Well #1 have been completed and the well is operating properly; no apparent damage to the well or pump has been noted. The final bills for this repair will be reported to the Board once received, approximately $16,000.
Mike Riker has been in contact with a contractor company for the water leak repairs, one on Kings Road by the Water Tank and one on Penny Lane, it will be approximately $5,000 per repair. Mike Riker received an additional bid to repaint the water tank from an out-of-state contractor in the amount of $40,000.
He reminded the Board of the aging wells and water lines again.
Mike Riker reported several upcoming expenses for the water system:
Providing water to the curb stop for the new build has been estimated at $6,000. At the time of the meeting, the contractor has been unable to locate the curb stop at the property.
There will be four (4) 25-gallon containers of chemicals for our water system to be delivered soon from Hawkins Chemicals.
The new state-required testing will be done soon at a cost of $1,000. The first test will be performed the week of June 30, 2025, for $500 and another test will be done in the Fall for $500.
ARCHITECTURAL COMMITTEE – AMBER RASMUSSEN
Amber Rasmussen was not present for the meeting.
Misty Danley reported that no Change Forms have been submitted for review and approval to date in June.
Improvements currently being done within the HOA were already submitted and approved by the committee.
RECREATION COMMITTEE – NO CHAIRPERSON
The Summer Picnic was cancelled.
There was discussion about rescheduling the Summer Picnic, however, no decision was made.
BY-LAWS AND COVENANTS COMMITTEE – HOWIE AUBERTIN
Howie Aubertin reported that the committee is set for the July 28, 2025 Special Meeting. Terron Voller mentioned that he would like to have the full By Laws and Covenants Committee in attendance.
OLD BUSINESS
HOA Dues Rate Adjustment
Howie Aubertin presented information to the Board to support the proposed increase in the HOA Dues.
Al Stockman asked Mike Riker if he would be able to estimate the remaining life of the water lines and our well. Mike Riker stated that there is no way of knowing with any certainty but our system was built in 1972 (50+ years ago), he feels that SCCE should be planning and preparing for repairs and maintenance to the system.
Howie Aubertin stated that our HOA could perform a study on our water system that could provide us with some of the information regarding the condition of our system and any codes that would need to be brought current. Howie Aubertin feels this study could cost between $30,000 and $40,000. There is a DENR grant to help with up to $8,000 of the expense. Howie Aubertin reported that he is currently working on an engineered project, not for SCCE, and the estimated cost of installation of water lines is $225 per linear foot for an 8” water line. Currently within SCCE, Kings Road has 6” water lines, Penny Lane and Heather Drive have 4” water lines. The 4” lines do not allow the fire department to use a pump truck in case of a fire. Our HOA would be looking at $3,000,000 to $4,000,000 expenses to upgrade all the water lines to 8”.
There are loans available through the State, however, an ability to repay the loan and sufficient funds are a qualifications of the State loan program. Currently, SCCE does not meet these requirements. Increasing the monthly HOA fees would help avoid the Board implementing a monthly surcharge to the residents to cover unexpected expenses.
The last rate increase was in 2017. Curtis Bietz asked what the plan would be for water line replacement within SCCE. Mike Riker stated that the line replacement would be a tiered project over ten (10) years that would start at the water tower and go from there. Howie Aubertin reminded those in attendance that our HOA operates at a loss during the summer due to additional expenses associated with the pool.
There is approximately $160,000 in the SCCE bank account. There is $44,000 in upcoming known expenses: the 2nd ½ of the road repairs of $17,000, repairs done to Well #1 of $16,000, the two water line leaks of $10,000 and PFAS water testing for $1,000.
The Board reviewed the projections collected and provided by Howie Aubertin, with the help of Mike Riker with budgeting information.
After much discussion, Al Stockman made the motion to increase the HOA rates by $30 to $100 per month with a September 1, 2025 effective date. Howie Aubertin seconded the motion.
Motion carried.
Red Deer Road Repair & Water Tank Painting
Dana Coats reported that after the County swept Red Deer there were some additional repairs that needed to be done, but once all the work is completed, it should be 7 to 8 years before it needs to be done again.
Mike Riker restated that there is primer showing through the paint and some rust near the top of the tank.
HOA Member List
Holly Riker reported to the Board that she has done an audit of all the lists of residents currently in use by HOA staff and created a basic contact information list and has the page built for the website. Once she receives the final ok from the Board, she will make the page live on the website. Instructions on how to access the contact information will be provided to residents that submit a request through the website.
Striping Tennis and Pinstriping Courts
Howie Aubertin reported that he and Brian Hager have been working on the project. There is more to be done, and additional volunteers would be appreciated. The Board expressed their appreciation for Howie and Brian’s help with this project.
NEW BUSINESS
No new business.
The next meeting will be on Monday, July 28, 2025, at 6:30 pm at the Doty Fire Hall.
With no further business, Al Stockman made a motion to adjourn the meeting at 7:52 pm.
Chuck Liberty seconded.
The meeting adjourned.
Respectfully submitted,Misty Danley
Administrative Assistant on behalf of Board Secretary, Amber Rasmussen
