Meeting Minutes: May 18, 2026

SCCE Annual Home Owners Meeting – May 18, 2026

PLEASE NOTE: the following South Canyon Country Estates Homeowners Association Monthly Meeting Minutes were taken on May 18, 2026, and remain in DRAFT form until they can be formally approved at the next monthly meeting.

The meeting was called to order at 6:33 pm by Board by Board President, Dana Coats.

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

• Board Member(s) Absent - Zach Policky, Amber Rasmussen and Chuck Liberty.

• Staff Present - Mike Riker and Misty Danley.

• Staff Absent - Kelsey Wyres.

• Resident(s) Present and Signed In - Michael Montileone and Holly Riker.

Approval of Agenda/Call for Changes

• Howie Aubertin requested the addition of Amending Old Minutes, Financial Audit Report, General Membership and Fire Mitigation to the Old Business portion of the Agenda.

• Terron Voller made a motion to approve the Agenda with these additions. Howie Aubertin seconded the motion.

  • Motion carried.

Approval of Minutes of Prior Meeting 

• After clarification of a couple of items in the April 27, 2026 minutes, Anita Pendo made a motion to approve the presented DRAFT.

  • Terron Voller seconded the motion. Motion carried.

TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS - Amber Rasmussen

• Since Amber Rasmussen isn’t in attendance, the Board members reviewed the financials and noted that April income was $8,197.53. The July 2025 to April 2026 income statement reflects a $23,873.33 balance.

• The A/R Aging Report is still showing $2,200 in past due HOA fees by fifteen (15) different residents. Ley will be making one additional payment to bring the account current. Ten dollar ($10) late fees have been assessed to these accounts, and Kelsey Wyres is continuing to communicate with residents with past due balances.

COMMITTEE REPORTS

WATER SYSTEM REPORT - Mike Riker

• Mike Riker reported the following to the Board:

  • A Service Call has been scheduled for a Booster Pump not operating properly. The repair will be done in May.

  • Well 1 reported an error message. Greg Morford will check the drive to verify the error and Mike Riker will address the problem, as needed.

  • PFAS samples will be mailed this week.

  • There is a water line leak at 1225 Penny Lane. The inspection showed that the leak is on the HOA side of the curb stop and will be repaired asap. The estimated cost could be a couple of thousand dollars.

  • Regarding the HOA Clean Up Day on May 16, 2026:

    • Mike Riker reported that this was the lowest number of volunteers in his 31 years in SCCE. Mike Riker expressed his appreciation for the volunteers that did participate, especially considering the amount of work that had to be done. The trim on the well house still needs to be done and Dana Coats volunteered for this project. There was discussion about adding a Fall clean up date to coincide with the closing of the pool.

    • Mike Riker reported the following regarding the Pool:

    • The pool is full and filtering and chlorinating the water has started. The overnight temperatures look cool, so a Monday, May 25th opening date is the goal. Pool announcements will be made on the SCCE Facebook page to keep our residents informed.

    • Due to the amount of work prior to the opening of the pool, there will be additional wages for pool staff.

    • Following a discussion about the maintenance of the Commons Areas, Al Stockman made a motion to approve the payment of $250 per mow for this summer.

      • Terron Voller seconded the motion. Motion carried.

ARCHITECTURAL COMMITTEE - Amber Rasmussen

• Misty Danley reported that there weren’t any Change Forms submitted to the Committee to date in May. 

RECREATION COMMITTEE - No Chairperson

• Due to the lack of volunteerism for the HOA Clean Up Day, the Board discussed possible variations on the Summer Kickoff Party. Following discussion about participation versus the expense, and that the Shelter was reserved by a resident on the date for the Party, it was decided that the Summer Kickoff Party will be an Ice Cream Social from 2pm to 4pm on Sunday, June 14, 2026. Misty Danley agreed to organize the Social. Dana Coats will invite the Doty Volunteer Fire Department, and Terron Voller will invite the Pennington County Sheriff’s Department. Invitations for residents to bring yard games to engage those that do attend the Ice Cream Social.

BY-LAWS & COVENANTS COMMITTEE - Howie Aubertin

• Howie Aubertin reported the following to the Board:

• Fourth Amendment Signatures- No update on the signatures since Amber Rasmussen is not in attendance.

• Sara Weyrich from Bangs McCullen contacted Howie Aubertin and apologized that his emails were routed to her spam email folder. Ms. Weyrich indicated that the $600 retainer should cover the remaining attorney fees for the amendment change. She also reported that the HOA does not have to file the wet signature pages, per requirements, and that Terron Voller, as Board Secretary, attesting the vote would be sufficient. The Board decided that the collection of wet signatures will continue, Board Secretary, Terron Voller, will attest, and we will file as done in the past.

• Bangs McCullen will provide a new Engagement Letter for the Board to review and discuss.

• The Covenants Committee has been working on clarifying wording per Board instructions and will have something for the Board to review soon.

OLD BUSINESS

• Waterline Study

  • No new information. Mike Riker reported that Board members in 1998 received copies of the Waterline Study. Contacts will be made to try to secure a copy of the study from a former Board member. 

• Water Overage Rates

  • The decision to increase water overage rates to $5.00 per 1,000 gallons in excess of 10,000 gallons effective January 1, 2027 was made during the April 27, 2026 Board meeting. The SCCE website still states the current rate of $2.00 per 1,000 gallons. The website will be updated near the end of 2026.

• Delinquent HOA & Water Dues

  • Board members expressed their regrets for having to implement a firmer policy regarding delinquent HOA and Water Dues, however, the number of residents in arrears in excess of 90 days for their dues mandates a stricter policy.

  • The Board feels that Article VI Section 6.03 (a) & (b) of the SCCE By Laws are harsh and would like to discuss possible revisions to the stated By Law. Al Stockman volunteered to consider the wording and bring possible recommendations to the June 2026 meeting.

  • The Board has reviewed several HOA and township policies regarding delinquent water fees and the following is under consideration:

    • HOA Dues are due on the 10th of each month. A $15 late fee will be assessed if the payment is not received by the 15th of each month.

    • A letter to bring the account current will be sent to the resident if the dues fall two (2) months in arrears. Late fees will be assessed accordingly.

    • If the account becomes delinquent by three (3) months, the resident’s water will be shut off.

    • In addition to bringing their account current, a prepayment for the next month and a $300 Reconnection Fee must be paid prior to having water service restored to the residence.

• Executive Session Best Practices

  • Amber Rasmussen not in attendance - Tabled

• Well Lot & Easement

  • Dana Coats reported that he spoke with Curt Voight and an agreement that Mr. Voight will remove any and all equipment, lumber, fencing, etc, off the property before the June 22, 2026 board meeting.

  • Dana Coats clarified with Mr. Voight use of the shed in exchange for mowing and maintaining the well lot did not allow him to store anything on the property outside of the shed. Dana Coats will request that Mr. Voight paint the shed, at his expense, as part of the maintenance portion of the easement.

• Fire Mitigation

  • Howie Aubertin spoke with the Doty Fire Chief about attending the Summer Kickoff Party to speak about fire mitigation. Howie Aubertin also spoke with Quentin Danley about assisting with coordination of the fire mitigation training and education for our HOA.

  • Howie Aubertin also reported that the Doty Fire Department will paint the shed doors and spray the weeds on the lot the department leases from our HOA.

• Amending Minutes

  • Prior to the meeting, Amber Rasmussen emailed the Board that best practices states that amending previously approved minutes are allowed. A motion must be made to amend previously approved minutes. Board members present agreed that any discussion and/or possible change to previously approved minutes needs to be included in the agenda for the upcoming meeting to allow time for research and preparation by the Board and staff.

• General Membership

  • Howie Aubertin visited with Sara Weyrich, Bangs McCullen, and membership is true and accurate. The Welcome Committee will be consulted again about the Welcome Packet new residents receive.

• Financial Audit Reports

  • Tabled – Treasurer, Amber Rasmussen, not in attendance.

NEW BUSINESS

• None 

The next meeting will be the on Monday, June 22, 2026, at 6:30 pm at the Doty Fire Hall.

With no further business, Al Stockman made a motion to adjourn the meeting at 7:54 pm.  Terron Voller seconded the motion. The meeting adjourned.

Respectfully submitted,

Misty Danley, Administrative Assistant

on behalf of Board Secretary, Terron Voller