Meeting Minutes: June 22, 2026

Written By SCCE Administrator

SCCE Annual Home Owners Meeting – June 22, 2026

PLEASE NOTE: the following South Canyon Country Estates Homeowners Association Monthly Meeting Minutes were taken on June 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 6:30 pm by Board by Board President, Dana Coats.

  • Board Members Present - Dana Coats, Al Stockman, Howie Aubertin, Terron Voller, Chuck Liberty, Amber Rasmussen and Zac Policky.

  • Board Member(s) Absent - Anita Pendo.

  • Staff Present - Mike Riker, Kelsey Wyres and Misty Danley.

  • Staff Absent - None.

  • Resident(s) Present and Signed In - Michael Montileone.Approval of Agenda/Call for Changes

Approval of Agenda / Call for Changes

  • Howie Aubertin requested the addition of Amending Old Minutes, Financial Audit Report, General Membership, General Record Keeping, 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

  • Dana Coats clarified that it was Mike Riker that reported that Board members in 1998 received copies of the Waterline Study.

  • This correction is in 1. Waterline Study, under Old Business.

  • A motion to approve the May 2026 minutes with this correction was made by Al Stockman.

  • Chuck Liberty seconded the motion.

    • Motion carried.

TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS - Amber Rasmussen

  • Amber Rasmussen reported that the BHFCU bank balance is $184,072.47, including the CD balances. May 2026 expenses were $12,717.37. Revenue for May 2026, including HOA fees, water overage billings and shelter reservations was $14,375.00. The net income for the month of $1,657.00. There is a $20,000 discrepancy between the BHFCU bank balance and the balance in Quickbooks. Clarification of the difference will be reported at the July meeting.

  • Our HOA process for paying bills includes receipt of the bill, checks written and signed during the monthly Board meeting, then mailed. Amber Rasmussen has converted HOA State Farm Insurance billing to autopay to avoid late fees due to the amount of time it takes to process payments.

  • Amber Rasmussen agreed with a recommendation by the Community Audit Committee that reviewed the 2025 financials for the HOA to add the HOA assets to the financials. This would include the pool, outbuildings and land owned by the HOA. The value of the pool would be based upon the installation and construction costs, the outbuildings would be based upon insured replacement values, and the property tax value used for the land. The report from the Audit Committee will be presented to the Board later in the meeting.

  • The A/R Aging Summary still has Van Buskirk and Salway in arrears in excess of 60+ days. Amber Rasmussen contacted Salway and he will bring current through June and is moving out of the HOA in July.

COMMITTEE REPORTS

WATER SYSTEM REPORT - Mike Riker

  • Mike Riker presented to the Board with two (2) formal bids to repaint the water tank. Tank Maintenance Solutions (TMS) submitted their bid, including the abrasive blast and paint the interior of the tank, for a total of $94,664. The exterior only portion of the bid is $39,708.00, but Mike Riker feels that this price will increase if TMS only is awarded the exterior portion of the job since the interior repairs are not needed at this time. The second bid was from Carr Coatings, LLC in the amount of $35,000, plus excise tax. Mike Riker stated that he is working with Carr Coatings on another project he manages. His recommendation to the Board is to approve the Carr Coatings estimate for the work to begin in the Fall 2026. Mike Riker confirmed that the materials for the repair have been approved for this type of work, the sealant will be applied with a roller and not sprayed. Access to the adjacent properties will be required by whichever contractor selected, but they will work to minimize the inconvenience. Mike Riker can email the Board the color choices for the tank, and will provide swatches if requested.

  • Amber Rasmussen made a motion to approve the Carr Construction LLC bid for $35,000, plus excise tax, for the exterior repair to the water tank, including spot blast rusted areas, power wash the entire tank, epoxy prime bare steel with Sherwin Williams Macropoxy 646, and overcoat with 2 coats of Sherwin Williams Acrolon 680.

  • Al Stockman seconded the motion.

    • Motion carried.

  • In other Water System business, Mike Riker reported:

    • PFAS sampling is done and has been submitted. There is a $300 per sample expense associated with this State required testing. The results will be sent to the State and HOA. The results of the test will be included in the HOA annual reporting and will be included in the water system information on the HOA website.

    • The water system is operating properly. Mike Riker will be out of town for a week, and Greg Morford will be on call in the event of a water system or pool issue.

    • The water leak at 1225 Penny Lane has been repaired.

ARCHITECTURAL COMMITTEE - Amber Rasmussen

  • Amber Rasmussen reported that the Committee received two (2) requests: Holz and Huber. The committee approved both requests.

  • There was a group discussion about an addition to a property on Kings Road. After confirmation that no Change Request has been received for the project, Amber Rasmussen stated that she will check with the homeowner about the updates to the property.

RECREATION COMMITTEE - No Chairperson

  • Misty Danley expressed appreciation to Sheree Coats and Karla Voller for their assistance with the Ice Cream Social. Approximately 50 people attended the social and it was well received.

  • The next HOA event will be the Annual Meeting in September.

  • Lonnie Steinmetz contacted Misty Danley about his rental of the Shelter on June 28th. The lifeflight helicopter will be landing in the Commons Area.

  • Mike Riker reported the following information about the pool:

    • The cameras monitoring the deep end of the pool, parking lot, restrooms, and front gate are operating and recording properly following the hard drive replacement and recalibration by Sontech.

    • Someone moved a camera probably so they could gain access to the pool after hours. The camera positions have been corrected.

    • There has been some toilet paper mess in the pool area and restrooms as well. The pool staff cleaned it up.

  • Kelsey Wyres also reported that the mailbox has been hit again at the Commons Area parking lot.

BY-LAWS & COVENANTS COMMITTEE - Howie Aubertin

  • Fourth Amendment Signatures- Amber Rasmussen reported that she has collected seven (7) wet signatures for the formal filing of the Amendment. To date, no other Board members have volunteered to help collect signatures.

  • Dana Coats stated that the Board is still waiting on our attorney for clarification and instructions on the proper way to amend By Laws and/or the wording of By Laws.

OLD BUSINESS

  • Waterline Study

    • Mike Riker reported that Banner Associates did the Waterline Study in 1998. He has contacted the person that performed the study to see if there are any historical documents on file. Mike Riker will report back if and when he hears back from him.

  • Water Overage Rates

    • Al Stockman presented a document explaining the HOA process when fees are delinquent after the 15th of the month, including previsions for habitual late fees. After Board discussion, Amber Rasmussen made a motion to approve the wording of the delinquent fees letter with the change payment deadline of 15 days prior to disconnect notice being sent to the Water Operator.

    • Zac Policky seconded the motion.

      • Motion carried.

    • Updating the By Laws will be addressed with the HOA attorney.

  • Executive Session Best Practices

    • Amber Rasmussen presented all Board members in attendance with information on the State rules regarding Executive Session according to South Dakota Codified Law (SDCL) Chapter 47-24 (Nonprofit Corporations) and HOA standard guidelines.

    • The Board will review the information presented by Amber Rasmussen and thanked her for the information.

  • Well Lot & Easement

    • After discussion amongst the Board members and Michael Montileone, it was decided that Amber Rasmussen would make contact with Curt Voight about the removal of any and all equipment, lumber, fencing, etc off the property. It was decided by the Board that should Curt Voight miss the next deadline of cleaning up the lot, a letter will be sent stating that the Board will hire the clean up and removal of all unallowed items on the property and billed to Curt Voight and the agreement allowing him use of the shed will be terminated.

    • Contact was made by Amber Rasmussen, Howie Aubertin, and Terron Voller following the meeting and reported to the Board, “So we had a nice conversation with him (Curt Voight) when we stopped tonight. He will be moving all the wood up by his shed behind his fence out of sight. I (Amber Rasmussen) also told him he is only allowed 3 alternative vehicles. . .such as a camper, mower, and one trailer. He currently has 5 outside. He will be moving a couple of those as well. I gave him until July 1st for a date.”

  • Amending Minutes

    • Amber Rasmussen reported her research and experience states that no changes or deletions can/should be made to previously approved minutes. When the error, clarification, etc is noticed, a motion should be made at the next formal Board meeting, discussed and a decision made as to amend the minutes or not. The correction, if applicable, is noted in the current month’s minutes and no editing of previous minutes are done.

  • Community Audit Committee Reports - Amber Rasmussen

    • Amber Rasmussen presented the Board with the Community Audit Report completed for 2024 through 2025 review period. A summary of the Committee Review states that the bank statements and Quickbooks for the period were found correct. It was noted that certain capital assets, including the community pool and related outbuildings do not appear on the balance sheet. A recommendation of recording these assets as fixed assets along with any appropriate accumulated depreciation, in order to more accurately present the organization’s financial position.

    • Amber Rasmussen stated that guidelines for future Community Audit Reports were established and according to our By Laws, the next review will be at year-end 2028. The Board expressed appreciation to the Community Audit Committee, Jenni Steinmetz, Jennifer Matkins and Rodney Cornwell.

  • General Membership

    • Howie Aubertin will be emailing the HOA Membership letter for the Board to review and a vote to include with the Welcome Packet will be done at the next meeting.

  • General Record Keeping

    • Howie Aubertin asked if our HOA has an SOP for storing documents. Misty Danley reported that currently the HOA is generating and saving documents on the SCCE Google Drive account, managed and overseen by Holly Riker.

    • Howie Aubertin will email a list of items he’d like the Board to consider and review.

  • Fire Mitigation

    • Quentin Danley has compiled a packet of information from South Dakota Department of Public Safety Wildland Fire and a few were distributed to residents during the community Ice Cream Social. The packet includes guidelines for fire mitigation, fuel reduction prescription, a list of log companies and information about an available grant for possible cost sharing of expenses associated with mitigation.

    • Dana Coats stated that he will be in contact with Quentin Danley to arrange a presentation at an upcoming meeting with SCCE residents.

NEW BUSINESS

  • Dana Coats mentioned that a request for a new pickleball net with wheels has been purchased.

  • Amber Rasmussen made a motion to approve the purchase in the amount of $250.

  • Zac Policky seconded.

    • Motion carried.

The next meeting will be the on Monday, July 27, 2026, at 6:30 pm at the SCCE Picnic Shelter

  • This location change is due to Doty Fire Hall being occupied for pre-election activities.

With no further business, Al Stockman made a motion to adjourn the meeting at 7:56 pm. Amber Rasmussen seconded the motion. The meeting adjourned.

Respectfully submitted,

Misty Danley, Administrative Assistant

on behalf of Board Secretary, Terron Voller

SCCE Administrator
Next

Meeting Minutes: May 18, 2026