Meeting Minutes: Sept 29, 2025
SCCE Annual Home Owners Meeting – September 29, 2025
PLEASE NOTE: the following South Canyon Country Estates Homeowners Association Annual Meeting Minutes were taken on September 29, 2025, and remain in DRAFT form until they can be formally approved at the Annual Meeting in September 2026.
The meeting was called to order at 6:56 pm by Board President Dana Coats.
● Board Members Present - Dana Coats, Al Stockman, Howie Aubertin, Amber Rasmussen, Chuck Liberty, John Santana, and Terron Voller.
● Board Member(s) Absent - Marlowe McDowell.
● Staff Present - Kelsey Wyres, Misty Danley, and Mike Riker.
● Staff Absent - None.
● Households Present - 30 Households
Approval of Agenda/Call for Changes
Dana Coats requested that the Covenants Committee report be added to the agenda. Amber Rasmussen made a motion to add the Covenants Committee to the agenda. Seconded by Terron Voller. Motion carried.
A motion to approve the 2024 Annual Meeting minutes was made by Howie Aubertin and seconded by Terron Voller. Motion carried.
TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS
Howie Aubertin presented the Financial Reports for July 2024 to June 2025. He highlighted that the Annual Expenses were $134,908. Howie Aubertin prepared financial reports that were shared with those in attendance. These reports included a pie chart displaying the SCCE July ‘24 to June ‘25 Expense Breakdown.
The Profit and Loss Monthly report for the fiscal year was reviewed, highlighting a net loss of $6,022.76. Then, Howie Aubertin reviewed the Balance Sheet reflecting an asset balance of $129,005.62, and a net loss of $8,827.14. Howie Aubertin reported that the September 1, 2025, rate increase will improve our financial position in the future. The bank balance of all accounts, including Savings, Checking, and CDs, in our BHFCU accounts total $143,987.16
Howie Aubertin mentioned that the SCCE By-Laws state that an audit is to be conducted annually. The audit can be performed by a CPA or a three (3) resident panel approved by the HOA Board. Currently, there is a three point check system in place to monitor the SCCE account and transactions. Kelsey Wyres is the HOA Bookkeeper and manages our Quickbooks account every month, and our accounting firm Casey Peterson, LTD., reviews and monitors the transactions monthly. Thirdly, the HOA Board scrutinizes the financials during the monthly Board meetings.
The Board has decided to have a panel of three (3) residents of SCCE to audit the July 2024 to June 2025 financials. Howie Aubertin asked if anyone has interest in being a member of the panel to notify the Board. He will be requesting Casey Peterson, LTD. for assistance with any questions or procedures during the audit process.
Howie Aubertin informed those in attendance that the Board is currently reviewing the water overage rates and will be adjusting them in the upcoming months.
Board President Dana Coats, thanked Brian and Julie Hager for organizing the painting of the court lines and thanked Howie Aubertin and Paul Sterling for helping complete that project. Dana Coats also thanked Howie and Irene Aubertin for the work they did to maintain the area around each of the HOA signs and for repainting the signs this Fall.
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.
NEW BUSINESS
Welcome New Residents to SCCE - Dana Coats reported that there have been several ownership changes in SCCE. Dana Coats welcomed Scott Carpenter, a new resident in attendance tonight.
COMMITTEE REPORTS
COVENANTS COMMITTEE - Howie Aubertin
Howie Aubertin reported that the proposed amendment is being reviewed by the HOA attorney, Cale Fierro, an Associate with Bangs McCullen. Once the proposed amendment is converted to legalese, the Board will make the residents of SCCE aware of the proposed change, answer questions as needed, and organize the vote by the residents on the amendment. He stated that the vote is still months away.
WATER SYSTEM REPORT - Mike Riker
Mike Riker briefly reviewed information recorded in the previous month’s minutes. He reminded those in attendance that the SCCE water system is now 50 years old and will require upgrading and repairs. Increasing the water lines to a uniform 6” size will be made as part of the capital improvements proposed for the water system.
SCCE has had several new residents move into our HOA, so Mike Riker reported that he only adds chlorine as required by the State of South Dakota. Our water has natural fluoride, and nothing additional is added.
Well 1 had a fitting failure that resulted in the electrical and filter flooding. Mike Riker reported that the repairs have been completed and Well 1 is operating properly.
All State testing has been done for 2025. Mike Riker reported that our water system is clear of bacteria. PFAS testing will be done within the next six (6) months.
Upcoming maintenance items for the water system consist of the repair of two (2) water leaks on water lines. One leak is on Penny Lane and one leak on the 6” line on Kings Road. Mike Riker said that contractors have been scheduled. Terron Voller asked if the residents' water would be shut off for the repairs. Mike Riker clarified that the outages will be minimal. He estimated an hour for the repair on Penny Lane and three to four hours on the King’s Road line. Mike Riker assured the residents present that he will report repair dates on the HOA Facebook page
2025 POOL SEASON
Mike Riker reported that testing was performed weekly at the pool while it was open for 2025, and no bacteria were found. The pool and restrooms have been winterized for the year. The dumpster will stay unlocked until after the Halloween party, and then garbage services will be terminated for the year.
Mike Riker reported that one pump went down near the end of the summer, which led to the early closure of the pool. Both pumps will be replaced prior to opening the pool in 2026.
The Shelter Reservations were up this year. Thirty-four (34) rentals were made.
SCCE WEBSITE UPDATE - Holly Riker
Holly Riker reported that the fillable Contact Us form is online and operating as expected.
Holly Riker reminded those in attendance to visit the SCCE Website and highlighted all the information and tools that are available online.
Holly Riker reported that the Shelter Reservation function has been disabled for the year and will be live again in April 2026. Shelter reservations can be made from Memorial Day to Labor Day by SCCE residents.
ARCHITECTURAL COMMITTEE - Amber Rasmussen
Amber Rasmussen reported that there have been changes to the members of the Architectural Committee. Current committee members are Amber Rasmussen, Shane Hennies, John Santana, Ron Davis, and Joe Doran. Kevin Galbreath was removed from the committee when he moved from the HOA.
Seven Change Forms have been submitted to the committee to date in 2025. All requests have been approved.
Quentin Danley asked if a resident has to receive approval from the Architectural Committee for a septic system repair/replacement. Amber Rasmussen stated that a septic system repair or replacement must be permitted through Pennington County, so HOA approval is not required.
RECREATION COMMITTEE - No Chairperson
Dana Coats reported that Sheree Coats has agreed to serve as a Co-Chairperson for the Recreation Committee and hopes that one or more residents will agree to join her as Co-Chair.
Misty Danley reported that the next HOA event will be the Halloween party on October 31, 2025, at the Shelter. Volunteers are needed and will be appreciated.
BOARD ELECTION
The following Board Members’ terms end:
Treasurer - Howie Aubertin - 2-year term ended - agreeing to run for another 2-year term.
Member at Large - Marlowe McDowell - 2-year term ended - Resigning.
Member at Large - John Santana - 2-year term ended - Resigning.
Member at Large - Chuck Liberty - 2-year term ended - agreeing to run for another 2-year term.
Dana Coats, on behalf of the HOA Board, thanked Marlowe McDowell and John Santana for their service to our SCCE community over the years.
Nominations from the floor for one of the four (4) open seats on the Board:
Anita Pendo
Complete list of residents willing to serve a two (2) year term on the SCCE Board of Directors:
Howie Aubertin
Chuck Liberty
Anita Pendo
There were only three (3) residents nominated for the four (4) positions open on the Board. The three (3) nominated residents were welcomed as new Board members. No vote was required. There will be a vacant seat on the Board for the time being.
ADMINISTRATIVE ANNOUNCEMENTS
The SCCE Board of Directors meetings are held on the fourth (4th) Monday of each month, starting at 6:30 pm at Doty Volunteer Fire Department. Residents are encouraged to attend.
Thank you to the residents who took the time to attend the Annual HOA meeting. We appreciate your input and support!
Nominees elected to the Board and Board positions:
● Dana Coats, President
● Chuck Liberty, Vice President
● Amber Rasmussen, Treasurer
● Terron Voller, Secretary
● Howie Aubertin, Member at Large
● Al Stockman, Member at Large
● Anita Pendo, Member at Large
● TBD, Member at Large
With these changes, Black Hills Federal Credit Union (BHFCU)’s authorization/information on our financial accounts will need to be updated. Howie Aubertin will need to be removed, and Amber Rasmussen will need to be added to the account. They will work together on a time to accomplish before the October 27, 2025, meeting.
No motion to shred the ballots needed to be made since there wasn’t a required vote.
A motion was made to adjourn the meeting by Terron Voller and seconded by Howie Aubertin. Motion carried.
The next meeting will be the Annual Meeting on Monday, October 27, 2025, at 6:30 pm at the Doty Fire Hall.
Respectfully submitted,
Misty Danley, Administrative Assistant
on behalf of Board Secretary, Terron Voller
