Meeting Minutes: July 27, 2026

SCCE Annual Home Owners Meeting – July 27, 2026

PLEASE NOTE: the following South Canyon Country Estates Homeowners Association Monthly Meeting Minutes were taken on July 27, 2026, and remain in DRAFT form until they can be formally approved at the next monthly meeting.

The meeting was called to order at 6:32 pm by Board by Board President, Dana Coats.

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

• Board Member(s) Absent - None.

• Staff Present - Kelsey Wyres and Misty Danley.

• Staff Absent - Mike Riker.

• Resident(s) Present and Signed In - Nathan Rowan, Ted & LuAnne Johnson, Corey & Sue Johnson, Curtis Bietz, Quentin Danley and Curt Voigt.

Prior to starting Meeting business, Dana Coats announced that lightning struck a home on Kings Road prior to the meeting and started a fire. The Doty Volunteer Fire Department extinguished the fire and the resident is safe.

Approval of Agenda / Call for Changes

• Al Stockman made a motion to approve the Agenda as prepared.

• Chuck Liberty seconded the motion.

  • Motion carried.

Approval of Minutes of Prior Meeting

• Howie Aubertin noted the following corrections to the June 22, 2026 Minutes:

• In the Mike Riker’s Water System report, he requested replacing the word “sealant” for “paint” on page 2, in the paragraph describing the type of work Carr Coatings, LLC will be doing on the water tank.

• The addition of “Howie Aubertin asked if the testing showed PFAS. Mike Riker responded that the tests indicate no PFAS contamination.” to In Other Water System business.

• Old Business, Item 2 Water Overage Rates, attach the document presented to the Board by Al Stockman and send the document to Holly Riker for posting.

• Old Business, Item 6, the correction of the date of the next HOA audit should be 2026, done in 2027.

• Amber Rasmussen made a motion to approve the June 22, 2026 Minutes with the above changes.

• Chuck Liberty seconded the motion.

  • Motion carried.

TREASURER/BOOKKEEPER REPORT AND APPROVAL OF FINANCIALS - Amber Rasmussen

• Amber Rasmussen reported that the Quickbooks balance as of June 30, 2026, is $170,361.60, including the CD balances. Revenue for June 2026, including HOA fees, water overage billings and shelter reservations was $15,621.00. Expenses totalled $10,454.00. The net income for the month of June was $4,304.00.

• Terron Voller questioned the $464 in legal fees to Bangs McCullen on the Transaction Summary. Kelsey Wyres stated that she did not recall the specifics, and would need to refer to the invoice. The Board was reminded that Board approval is required for attorney expenses.

• The following is an excerpt from the April 28, 2025 Board Minutes regarding the solicitation of legal advice on behalf of the SCCE (for reference only):

  • “Confirmation of no new legal services were or has been incurred since the Special Meeting was requested by Terron Voller. Howie Aubertin reviewed the detailed billing statement and confirmed no additional legal services have been billed to SCCE. Terron Voller asked if there is a monetary amount of legal services that would require Board approval. Al Stockman suggested that moving forward, approval for legal services will need to be obtained by the President of the SCCE Board and the other Board members agreed. (No motion was made or requested).”

• The A/R Aging Summary only has two (2) residents currently 30-60 days in arrears. Van Buskirk’s have brought their account current as of tonight’s meeting.

• A motion to approve the financials was made by Terron Voller and seconded by Zach Policky.

  • Motion carried.

COMMITTEE REPORTS

WATER SYSTEM REPORT - Mike Riker

• Mike Riker is out of town for work. No Water System report for June 2026.

• Pool Report

  • Amber Rasmussen reported that she has been approached by a resident about leaving the pool open until 10pm nightly. Mike Riker emailed the Board prior to this meeting that there have been attempts to extend the pool hours in the past, but they have resulted in vandalism. His recommendation is to leave the 9pm close in place. There was additional discussion that included the HOA security cameras, holding violators liable for any damages, including parental accountability, and the time consideration of the pool staff if the hours are extended.

  • Amber Rasmussen made a motion to extend the pool hours to 10pm. Zac Policky seconded the motion.

    • Motion failed to pass.

  • Howie Aubertin asked Board approval for a domed metal lid for the playground trash can because the current lid allows rain water to collect in the can making it hard for the trashbags to be replaced. The cost of the appropriate lid should be approximately $130.

  • After discussion, Howie Aubertin made a motion to purchase the domed trash can lid. Al Stockman seconded the motion.

    • Motion carried.

  • Howie Aubertin made a recommendation that the ladders in the pool be replaced prior to the pool opening next season.

ARCHITECTURAL COMMITTEE - Amber Rasmussen

• Amber Rasmussen reported that the Committee received two (2) requests this month.

  • One on Kings Rd and one on Penny Ln. The committee approved both requests. An additional request was received in the mail after an emergency roof replacement had already started.

• The addition to a property on Kings Road was discussed again at this meeting. Amber Rasmussen stated that she will check with the homeowner about the updates to the property.

RECREATION COMMITTEE - No Chairperson

• Nothing to report.

BY-LAWS & COVENANTS COMMITTEE - Howie Aubertin

• Amber Rasmussen is continuing to collect signatures for the Fourth Amendment. She reported that she is also collecting signatures on Certificates of Membership at the same time. Amber Rasmussen reported that the collection of signatures is taking longer than she anticipated, so she brought forms for other Board members to take and help with the collection of signatures.

• Howie Aubertin made a motion to accept the Certificate of Membership. Amber Rasmussen seconded the motion.

  • Motion carried.

• Howie Aubertin reported to those in attendance that editing the wording of Section 11.01, Amendments in the By Laws is needed to avoid past differences in interpretations of the Section.

The current Section 11.01 reads:

“These Bylaws may be repealed or amended by a vote of a majority of the members present at any regular meeting of the Corporation, or at any special meeting of the Corporation called for that purpose, except that the members shall not have the power to change the purposes of the Corporation so as to decrease its rights and powers under the laws of the state, or to waive any requirement of bond or other provision for the safety and security of the property and funds of the Corporation or its members or to deprive any members of rights and privileges then existing, or so to amend the Bylaws as to effect a fundamental change in the policies of the Corporation. Notice of any amendment to be made at a special meeting of the members must be given at least sixty (60) days before such meeting and must set forth the amendments to be considered.”

• One interruption of the Section is that ⅔ of attendees of a meeting can approve a change. Another interruption is that a majority of all members of the HOA would need to approve a change at a meeting such as the Annual Meeting or a Special Meeting called for 60 days prior to the Special Meeting.

• Howie Aubertin also recommended that legal advice to updating are Article 6, Section 6.03, Items (a) and (b):

This Section currently reads:

“The Board of Directors shall, prior to the beginning of each 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.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 6.01, i. of these Bylaws.”

• In a July 8, 2026 email, Al Stockman reminded the Board that they did amend Article VI, Section 6.03 at the 08/28/2025 meeting. It has yet to be changed on the website.

• 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)

• Al Stockman also recommended the following change for Section 6.03 (a) & (b):

Penalties for non-payment of such charges will be determined and established by the Board of Directors from time to time. The current penalties will be posted in the commons building and on the SCCE website.

• After discussion, it was decided that the Covenants Committee will work on the wording and Howie Aubertin and Dana Coats will take the wording of Section 11.01 and Section 6.03 to the HOA attorney for review, advise and clarification to be presented to the Board at the August meeting and all members during the Annual Meeting in September.

• Howie Aubertin submitted a potential Standard Operating Procedure (SOP) for Amending Minutes for the Board to review.

• There was much discussion on this topic and it was decided that in interest of time, it would be tabled until the August 2026 meeting.

OLD BUSINESS

• Waterline Study

  • Tabled since Mike Riker was not in attendance.

• Delinquent HOA Dues

  • Resolved during the June meeting. No further discussion needed at this time.

• Executive Session Best Practices

  • Resolved during the June meeting. No further discussion needed at this time.

• Well Lot & Easement

  • For HOA reference, Mr. Curt Voight was granted use of the HOA Shed on the Well Lot in exchange for maintaining the grounds in May, 2005. Since this time, Mr. Voight has been also using the land around the shed for cutting and stacking wood, storing his personal equipment, tools and supplies. The Board has had several interactions with Mr. Voight about the liberties he has taken regarding his use of the HOA property and requested that his use of the Well Lot stay within the original guidelines of “use of the HOA shed” only and to remove all other equipment, debris and items from the property. Mr. Voight agreed to have any and all items not being stored in the shed removed prior to the June 22, 2026 monthly Board meeting. When Mr. Voight did not honor that deadline, the Board extended the removal to July 1, 2026. That deadline past without any visible evidence of compliance on the part of Mr. Curt Voight.

  • Curt Voight stated to those in attendance that his use of the HOA property around the shed has been in service to his SCCE neighbors. He has removed and disposed of their downed trees over the years. He uses the wood in his home. Mr Voight feels that this type of service to his neighbors is a form of fire mitigation and helpful for our whole community. He suggested that the Board designate the property around the water tank for use for fire mitigation and allow residents to use the property for cutting and splitting wood.

  • Following Curt Voight answering questions of those in attendance, Howie Aubertin summarized to those in attendance that due to Mr. Voight’s lack of compliance with the Board’s requests, the Board has decided to terminate his use of the HOA shed. Mr. Voight has not met the timelines that he himself set and the Board will be proceeding with their decision.

  • Howie Aubertin made a motion to no longer have an agreement with Curt Voight for use of the HOA shed in exchange for maintaining the grounds of the Well Lot. The Board will give him fourteen (14) days to remove the machinery on the property and the contents from the shed. On the 15th day, August 11, 2026, a letter will be sent stating that an outside contractor will be hired for the removal and disposal of all items remaining on the property at Mr. Voight’s expense.

  • Chuck Liberty seconded the motion.

    • Motion carried.

• Fire Mitigation

  • Quentin Danley reported to all in attendance that he met with a representative of the South Dakota Department of Public Safety Wildland Fire in our HOA, and they inspected several properties regarding the fire danger within our community. He gave a report of the two (2) current grant opportunities, and had information packets containing this information available to homeowners. The Board asked Quentin Danley to arrange for a brief presentation from the SD Dept of Public Safety Wildland Fire during the Annual Meeting in September.

NEW BUSINESS

• Tree on Red Deer

  • Dana Coats stated that he would dispose of the downed tree in the ditch at the end of Red Deer once the temperatures cool off.

The next meeting will be the on Monday, August 24, 2026, at 6:30 pm at the Doty Fire Hall

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

With no further business, Amber Rasmussen made a motion to adjourn the meeting at 7:43 pm.  Al Stockman seconded the motion. The meeting adjourned.

Respectfully submitted,

Misty Danley, Administrative Assistant

on behalf of Board Secretary, Terron Voller