Meeting Minutes: Nov. 26, 2025

SCCE Annual Home Owners Meeting – November 26, 2025

PLEASE NOTE: the following South Canyon Country Estates Homeowners Association Monthly Meeting Minutes were taken on November 26, 2025, and remain in DRAFT form until they can be formally approved at the next monthly meeting.

The meeting was called to order at 6:30 pm by Board President Dana Coats.

• Board Members Present - Dana Coats, Amber Rasmussen, Terron Voller, Howie Aubertin, and Anita Pendo.

  ● Board Member(s) Absent - Chuck Liberty, Al Stockman, and Zach Policky.

  ● Staff Present - Misty Danley and Kelsey Wyres.

  ● Staff Absent - Mike Riker.

  ● No Residents Present

Approval of Agenda/Call for Changes

• A motion to approve the agenda with the addition of authorizing payment to Real Fork Cafe (SCCE residents Dave and Rhonda Pearcy) for the meat for the Annual Meeting was made by Amber Rasmussen, and Terron Voller seconded the motion.

  • Motion carried.

• One correction was made to the October 2025 Minutes:

  • Under the Water System Committee Report, Mike Riker is continuing to work with Iverson’s and Bachman’s on the location of their water curbstop. With this correction, Howie Aubertin made a motion to approve the October 2025 Board Minutes. Seconded by Anita Pendo.

    • Motion carried.
      

TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS

• Howie Aubertin presented the financial reports dated October 24, 2025 on behalf of Amber Rasmussen. Our records state that our account balances total $131,421.05, BHFCU reflects $138,874.64. This difference is due to outstanding checks that have not cleared our BHFCU accounts.

• The Profit and Loss statement as of November 22, 2025, reflects net income of $1,003.15 for the month.

• The Payroll Summary included with the financials was a duplicate of the September payroll. A Payroll Summary for October will be printed and filed with the Minutes for this meeting.

• Howie Aubertin reviewed the Vendor Transaction List and A/R Aging Summary. Kelsey Wyres stated that she has emailed all residents with fees in arrears. There was discussion about the best way to contact, or the communication Kelsey Wyres or Board Members have had with these residents.

• Howie Aubertin reported that he has reviewed the 2026 contract with True Green for the Commons Areas. SCCE has prepaid for these services in order to take advantage of the discounts.

• With no further discussion or questions, a motion to approve the financial report was made by Terron Voller and seconded by Anita Pendo.

  • Motion carried.

COMMITTEE REPORTS

WATER SYSTEM REPORT - Mike Riker

• Submitted committee report via text:

  • Both water leaks have been repaired, checks are being signed tonight and should be mailed to the contractors.

  • The insurance claim information has been sent to Al Stockman to submit to the HOA insurance company from the pump equipment malfunction in Well #1 reported at the May 2025 Board Meeting.

  • The curbstop for the new home being built on Red Deer cannot be located or was never installed. A new line will have to be bored and installed. The line will be installed on or about Wednesday,

  • November 26, 2025. Kelsey Wyres questioned if there is an estimate for this installation, in case money needs to be transferred to pay the contractors. Mike Riker was not in attendance to respond to her question. Someone will follow up with Mike Riker regarding this.

  • Discussion about Water Tank repairs will be tabled until the January 2026 meeting.

ARCHITECTURAL COMMITTEE - Amber Rasmussen

• Nothing to report for the November meeting.
  

RECREATION COMMITTEE - Co-Chairperson, Sheree Coats

• Dana Coats expressed his appreciation to Sheree Coats, Dawn Liberty and Linda Iverson for a successful Halloween party. He reported there was a great turnout.

BY-LAWS & COVENANTS COMMITTEE - Howie Aubertin

• Howie Aubertin reported that he has been in contact with Cale Fierro, SCCE HOA attorney, regarding the amendment. Howie Aubertin stated that Mr. Fierro recommends a wording change from “behind” to “rear”.

• There was discussion about several residents that have lot restrictions, so it was determined to leave the wording as submitted to Mr. Fierro. Dana Coats gave Howie Aubertin approval for our attorney to prepare the legalese necessary to proceed with the Amendment Change.

• Dana Coats mentioned that he would like to meet with the Covenants Committee about two properties.

OLD BUSINESS

• Audit

  • The Community Audit Committee is Jenny Steinmetz, Rod Cornwell and Jennifer Matkins. The committee will work to have the audit done prior to the January 2026 Board Meeting.

• Waterline Study

  • This will be tabled for now. Funding and available funds are concerns in order to move forward with the study.

NEW BUSINESS

• Welcome Packets

  • Welcome Committee Members, John Santana and Carolyn Ellington, have requested an update of the information given to new residents of SCCE. Misty Danley, with Holly Riker’s input, has submitted a draft for the Board’s review and consideration. Howie Aubertin would like to include a Membership Certificate, per SCCE By-Laws, with the packet. The Certificate to include a signature line for the new resident that will be brought to the next Board meeting for a Board signature and seal. The fully signed and sealed Certificate will then be mailed to the resident. Misty Danley will update the draft to include this information for Board approval during the January 2026 meeting.

• HOA Rates for 2026

  • 2026 HOA rates will remain at $100 per month.

  • Water overage rates will be set during the January 2026 meeting.

• Agenda

  • Dana Coats would like the Board meeting agenda posted on the SCCE Facebook page prior to each meeting.

  • Misty Danley agreed to post as long as the agenda in DRAFT form is prepared in advance of the meeting.

• Real Fork Cafe

  • Amber Rasmussen brought to the Board’s attention that the Real Fork Cafe has not been paid for the meat they prepared for the 2025 Annual Meeting.

  • Amber Rasmussen made a motion to remit payment to Real Fork Cafe.

  • Terron Voller seconded the motion.

    • Motion carried.

The next meeting will be the Annual Meeting on Monday, January 26, 2026 at 6:30 pm at the Doty Fire Hall.
Board Meetings are not held in December.

With no further business, Amber Rasmussen made a motion to adjourn the meeting at 7:42 pm. Anita Pendo seconded. The meeting adjourned.

Respectfully submitted,

Misty Danley, Administrative Assistant

on behalf of Board Secretary, Terron Voller