Meeting Minutes: August 28, 2025
SCCE Home Owners Meeting – August 28, 2025
The meeting was called to order at 6:30 pm by Board President Dana Coats .
Dana Coats started the meeting by thanking Howie and Irene Aubertin for cleaning up the weeds at the entrances to SCCE, around the well and repainting the SCCE entrance sign.
Board Members Present - Dana Coats, Al Stockman, Howie Aubertin, Amber Rasmussen, Chuck Liberty, John Santana, Marlowe McDowell and Terron Voller.
Board Member(s) Absent - None.
Staff Present - Misty Danley and Mike Riker.
Staff Absent - Kelsey Wyres
Resident(s) Present - Anita Pendo and Joe Doran.
Approval of Agenda/Previous Minutes/Call for Changes
A motion to approve the agenda with the addition of discussing the Annual Meeting in New Business was proposed by Amber Rasmussen and seconded by Marlowe McDowell.
Motion carried
A motion to approve the minutes with the clarification that the Board voted and passed the wording of the Amendment during the April Board Meeting was made by Amber Rasmussen and seconded by Al Stockman.
Motion carried.
TREASURER / BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS
Howie Aubertin stated that as of July 31, 2025, our HOA Balance Sheet shows $137,285 in assets. The bank statement shows a balance of $144,523, which reflects the outstanding checks at the end of July. Our HOA showed $10,968 in income for July, with an operating loss of $547.65 for the month.
The Transaction List reflects the additional expense to 5th Generation Plumbing to unplug the community toilets at the pool and the purchase of a commercial tool in the event of a future clog.
Casey Peterson’s 1099 preparations, reconciling 2024 and three three-month charge for software, was also paid in July.
Howie Aubertin stated that True Green submitted their 2026 contract for spraying weeds in the commons and roadway areas. He stated that he will review the contract to determine the services needed for the upcoming year. True Green offers a 4% discount for prepaying for services.
The Aging Summary still has a few residents with outstanding balances. Terron Voller offered to reach out to his neighbor since Kelsey Wyres has been unable to reach them regarding their outstanding balance. Amber Rasmussen asked Howie Aubertin if Kelsey Wyres has been charging late fees, Dana Coats stated that the Board wants the late fees charged to all future late or missed payments by the residents. He feels that should the amount of delinquencies for fees continue, the Board may need to turn off residents' water until their fees and reconnect fees are paid, as stated in the By Laws Section 6.03.
With no further discussion or questions, a motion to approve the financial report was made by Amber Rasmussen and seconded by Chuck Liberty.
Motion carried.
COMMITTEE REPORTS
Mike Riker - Water System
Mike Riker reported to all present that he has received the PFAS testing kit and will be submitting the samples soon.
Well #1 is ok and running properly.
One of the pool pumps went out on Wednesday, August 13th. The new pump was installed by The Pool n Spa Center, Greg Morford did the electrical work for the install and was operational on Friday, August 15th. The second pump lost a bearing and is not functioning properly. Due to this, chlorine levels and clarity will be hard to regulate, and maintaining the water temperatures because of the low overnight temperatures.
The pool is scheduled to close for the season on Monday, September 1st, Howie Aubertin made the motion to close the pool effective Tuesday, August 26, 2025. Terron Voller seconded.
Motion carried.
Mike Riker will put up the Pool Closed signs and padlock the gates. The community bathrooms will remain open for the time being. There are two reservations for the Shelter this weekend. Mike will contact the residents to make them aware of the pool closure.
Marlowe McDowell made a motion to purchase the replacement pump to be installed while The Pool n Spa Center is winterizing the pool. Terron Voller seconded the motion.
Motion Carried.
Howie Aubertin explained to the members present that he will be getting water overage numbers from Kelsey Wyres for the Board to discuss an increase of the water overage rates to go into effect January 1, 2026.
Currently, the HOA is charging 2¢ per 1,000 gallons of water. Based upon the new water rates effective September 1, 2025, the rate should be a minimum of 5¢ per 1,000 gallons. (The rate will be $100 per month. $50 per month allotted for up to 10,000 gallons of water and $50 per month allotted for maintaining the Commons Areas and other HOA expenses.)
Architectural Committee - Amber Rasmussen
Amber Rasmussen reported that she is staying in contact with the homeowner and contractor building the new home on Red Deer Rd. This lot was purchased from Iverson’s.
Mike Riker stated that the water lines have been run to the lot, but are not hooked up. There is still some uncertainty about curb stops at this time. Mike Riker will keep the Board updated on this matter as he knows it.
Recreation Committee - No Chairperson
Dana Coats will mention the need for a Chairperson for this committee at the Annual Meeting.
The Annual Meeting and Halloween Party are two upcoming events, and he feels that additional community involvement is needed.
By-Laws and Covenants Committee - Howie Aubertin
Dana Coats requested a copy of the Final Approved Amendment from the Working Committee. Howie Aubertin stated that he will provide the Approved Version for the Board.
Al Stockman requested an estimate on converting the Amendment to legalese from the HOA Attorney, Bangs McCullen Law Firm, attorney T.Cale Fierro, in order for the Board to be good stewards of the HOA money. Howie Aubertin confirmed that he or Dana Coats would solicit the estimate and report to the Board for approval.
Howie Aubertin stated that he has been reviewing the By Laws and would like to clarify some wording. There was a concern mentioned by a resident at the July 28th Special Meeting that according to Article VI, Section 6.03 of the By Laws, the Board shall determine the flat minimum monthly rate to be charged to each member during the following calendar year; however, Article VI, Section 6:02 of the By Laws states that if, at any time during the fiscal year, it appears in the judgement of the Board of Directors that the amount to be derived from the collection of water and other utility service charges during such fiscal year will be insufficient for the payment of all costs incident to the operation and maintenance of the Corporation's systems and payment of the corporation’s current indebtedness, the Board shall make and levy as assessment upon each member so that the total of such assessment is sufficient, with the amount of water charges collected and reasonably anticipated to be collected, to fully pay the costs of operation and payments on said current indebtedness. A proportional amount of the total of such assessment levied in any year shall be levied against each member in an amount equal to that portion which is the number of service connections served by the system of the Corporation.
Following discussion by those present, Amber Rasmussen made a motion to amend the By Law to read: “Also if deemed necessary, the Board of Directors may adjust the HOA dues at any time during the calendar year.” Terron Voller seconded the motion.
Motion carried. (Permission and authority to amend this By Law is covered under Article XI, Section 11.01 in the By Laws)
Article VI, Section 6.03 will now read:
“The Board of Directors shall, prior to the beginning of the calendar year, determine the flat minimum monthly rate to be charged each member during the following calendar year for a specified quantity of water and other Corporate services, such flat minimum monthly rate to be payable irrespective of whether any water is used by a member during any month, and the amount of additional charges, if any, for additional water which may be supplied and the members shall fix the date for the payment of such charges, and shall notify each member of the amount of such charges and the dates for the payment thereof. Also if deemed necessary, the Board of Directors may adjust the HOA dues at any time during the calendar year. A member to be entitled to the delivery of water shall pay such charges at the office of the Corporation at or prior to the dates fixed by the Board of Directors. The failure to pay water charges duly imposed shall result in the automatic imposition of the following penalties:
(a) Non-payment for thirty days after due. The water and other utility service shall be cut off from the delinquent member’s property.
(b) Non-payment for sixty days. The Board of Directors shall have the option to terminate and purchase the membership for the fair book value or bring suit to collect the charges for water service rendered, as a matter of contract, as provided for in Article 6, Section .01, i. of these Bylaws.”
OLD BUSINESS
HOA Rate Increase
Dana Coats requested that a reminder to the residents be posted on the SCCE Facebook page. Misty Danley agreed to post the reminder.
Water Tank Painting
Mike Riker will get an updated bid for repainting the Water Tank in order for the Board to vote on accepting the bid in Spring 2026.
NEW BUSINESS
Waterline Study
Howie Aubertin reported that he will be gathering information needed to complete the application, as well as other details to be presented at the November 2025 Board Meeting.
Mike Riker reminded those in attendance that the HOA had a water study done in 1998 by Banner & Associates. He is wondering if any of the water line information in the 1998 study would be useful for the study we are going to do. Mike Riker will see if he has any copies of the 1998 study, and Misty Danley will check the HOA files as well.
Audit
Howie Aubertin reported that he left a message for Melanie at Casey Peterson Ltd, HOA Accountant, for a recommendation of someone to perform the audit for SCCE.
Howie Aubertin noted that the Board is essentially auditing the HOA transactions monthly during our meetings and Casey Peterson’s does so when reconciling our accounts. According to Article VI, Section 6.01 (e), “a committee consisting of three (3) members of the Homeowners Association to be appointed by the Board of Directors” can perform the annual audit. After much discussion, the decision regarding the audit was tabled until Howie Aubertin has time to get a recommendation and/or a list of committee members for consideration can be compiled.
Annual Meeting
Misty Danley requested Board help for setting up for the Annual Meeting to be held on September 29, 2025 at Doty Fire Hall. Set up will start between 5:00 pm - 5:30 pm, depending on the number of volunteers.
The potluck will start at 6:00 pm, and the meeting at 7:00 pm. John Santana confirmed that the Welcome Committee will again volunteer for the voter registration table.
Dana Coats volunteered Sherri Coats to be in charge of the ordering and picking up of the chicken, if needed. Terron Voller agreed to talk with David and Rhonda Pearcy for an estimate for the meat provided by the HOA for the meeting.
Amber Rasmussen will talk with Mike Skinner about sponsoring (or a portion) of the meat since the HOA didn’t host the Summer BBQ that he agreed to sponsor. The Board members agreed to email information as collected in order to finalize a decision for the meat for the meeting.
The next meeting will be the Annual Meeting on Monday, September 29 , 2025 at 6:00 pm at the Doty Fire Hall.
With no further business, Amber Rasmussen made a motion to adjourn the meeting at 7:42 pm.
Al Stockman seconded.
The meeting adjourned.
Respectfully submitted,Misty Danley
Administrative Assistant on behalf of Board Secretary, Amber Rasmussen
