Scott Mountain Homeowners Association
Board Meeting Minutes – 10.07.2025
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, November 11th
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell
Board Members Absent: Caroline Wharton, Ellyn Jeck, Josh Gavrich, Kathy Barenbrugge
Homeowners Present: Dave Blank, Nancy
Guests: None
Call to Order:  7:04pm by President
Corrections: Multipe letters to homeowners find under John to be deleted.

Approval of Meeting Minutes: All board members present voted to approve the minutes of the June meeting.

Homeowner Topics:

• Nancy  alerted the board that Clackamas County is planning to “chip seal” roads in the neighborhood in 2026.
• Dave B. alerted the board to a home adjacent to his that is planning construction or landscaping work that requires approval from the architectural committee.
• Dave B. posed the question as to whether the many dogs in the neighborhood are properly licensed.
• Kevin Q. observed a pack of six Cayotes crossing Hillcrest.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick
Vice President: Josh Gavrich
Treasurer: John Chapman

• Current bank balance is $65,477.
• Homeowners on SE 100th Dr. cut a large tree that is at least 30 feet into HOA property.
  • They requested that the HOA reimburse them for the expense.
  • After extensive investigation – board members agree that the tree should not have been removed by the homeowners – the board will not reimburse the homeowners for the expense.

Secretary/Environmental: Darrell Maxwell 

• Andres Landscaping says that they checked their records and no spraying occurred recently or in the area in question.
• Fall Yard Waste Bins:  Friday, November 7th through Monday, November 10th
  • ASK DELIVERY COMPANY TO OPEN TO BINS AFTER SETTING IN PLACE

Architectural: Kevin Quick

• The Jensen house that was damaged in a fire is in planning and approval stages for rebuilding the home.
  • Building plans include the removal of at least five Douglas Fir trees on the lot.
  • Kevin will schedule an on-site meeting with the builders and arborist to review the plans.
  • Kevin is communicating with area neighbors about
• Dead tree on path near 10558 SE 96th that is leaning toward the home was approved for removal (Debra Delco)
  • Thomas, arborist quoted $2700  for cutting the tree and leaving the rounds + $450 for stump grinding.
    • Board members agree that an additional expense is approved for removal of the cut rounds.
  • All members in attendance voted to approve the removal of the tree but not the stump.
• Home (not in HOA) on 96th & King Way with bright security lights is open to trying different ways to control the shining
• Tree at 10817 SE 96th Ct. that was cut down, leaving a tall stump – recommend levying fines after lack of response from homeowner
• 99th Gia Ct. homeowners request to extend a fence to the 96th St. side – approved.
  • Requested allowance to put up an 8ft. fence due to yard slope – approved.
• Repaving project, William Stanley & Sons
  • Proposal signed and submitted with request to schedule the project.
  • The company rep. has been difficult to reach as of 10/7, no start date for the project has been set.
  • Note: Find out if the project plan includes sufficient safety and construction signage to be posted.

Covenants: Ellyn Jeck

• See architectural bullets.

General Discussion: None
Adjournment: Meeting adjourned by President at 8:09pm.
Next Regular Board Meeting:  Tuesday, November 11th , 2025 - in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Visit http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule.

Scott Mountain Homeowners Association
Board Meeting Minutes – 09.09.2025

Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, October 7th, 2025
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Kathy Barenbrugge, Ellyn Jeck, Josh Gavrich
Board Members Absent: Caroline Wharton
Homeowners Present: Dave Blank, Dave Gilman
Guests: None
Call to Order: 7:05pm by President

Approval of Meeting Minutes: All board members present voted to approve the minutes of the June meeting.

Homeowner Topics:

• Dave G.: The home that was damaged by the fire on Stevens Ct. will be demolished and rebuilt.
  • Observed that blackberry bushes along 102nd were cut back along an approx. 200ft. length.
    • Wondering who might have done the work.

BOARD OFFICERS/COMMITTEE REPORTS

President: Kevin Quick

• All members present voted in favor of moving forward with William Stanley and Sons for the asphalt repair project.
• Asphalt pathway repair project update
  • Proposal signed, now waiting on dates.
    
  • No permit required by Clackamas County.
  • Arborist consulted on tree roots that may be dead and can be removed and any tree roots that are live and should be worked around.
• Home on corner of 100th & Cleone with tree leaning on it was sold at auction and new owners have begun renovations.
• Home on Gia may have new owners who have requested approval to install a fence along the back side of the property line.
• Request was approved.

Vice President: Josh Gavrich

• No pressing issues.

Treasurer: John Chapman

• Update on Zelle: Zelle is live and should be available for use within weeks.
• Current balance is +$35,000 than it was at this time last year ($67,300).
• First Zelle payment has come in!

Secretary/Environmental: Darrell Maxwell

• To check on Andres Landscaping schedule for moss treatment + find out if they have sprayed or when they sprayed because there are trees showing signs of distress.

Architectural: Kevin Quick

• Nothing to add.
• Covenants: Ellyn Jeck
• Sent fines of approx. $200 for a home on Stacie Ct. that has repeatedly been asked to clean up debris around the front of the house (waiting on payment).
• Home on SE 96th Ave. (not in the HOA) has bright security lights that shine across the street and into HOA home’s windows at all hours. Same home appears to be constructing out-buildings that may be for ongoing business operations which could be disruptive to neighbors.
• Homeowner on 93rd CT expressed concerns about the pathway between 95th and 96th lacking landscaping. She’d like to see improvements.
• A home on 96th and another on 99th have unkept yard, including dead or dying bushes.
• Homeowners should be contacted and reminded of the by-laws and covenants.
• Home on King Rd. near 97th should be reminded about excessive weeds, piles of garden dirt that have gone unattended for an extended period.

Note: Article IV: Private Areas, specifically Section 4.1(1) Maintenance – requires owners to maintain their grounds in a clean, attractive, and safe condition. Section 4.1(10) Rubbish and Trash – prohibits dumping trash, yard rakings, or waste, and requires removal within 10 days of notice. Article IX (Enforcement) of the Scott Mountain Protective Covenants gives the HOA authority to enforce rules by fining owners, entering lots to correct violations, restoring landscaping, performing maintenance if owners fail to, and recovering costs (including attorney fees) through assessments or liens.

Board member contributions:

• Kathy Barenbrugge: Nothing to add.
• Caroline Wharton: Absent

General Discussion: None
Adjournment: Meeting adjourned by President at 8:09pm. Next Regular Board Meeting: Tuesday, October 7th, 2025 - in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086

Visit http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule.

Scott Mountain Homeowners Association
Board Meeting Minutes – 08.05.2025
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, September 2nd
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton, Josh, Ellyn,
Homeowners Present: Nancy Hall, Dave Blank, Susan Hook, Jennifer Cornett, Tanya and Vlad
Guests: None
Call to Order:  7:01pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the June meeting.
Homeowner Topics:

• Susan Hook expressed concerns about a home near hers that has fallen into disrepair and she would like issues addressed.
  • Noted that the weeds have grown back quickly after the last Adnres Landscaping service.
  • John Chapman mentioned that the resident at the home in question is agoraphobic and we should be sensitive to that, however, we should contact the resident and remind them of the maintenance guidelines.
    • Kevin asked that a letter be sent to the homeowner.
      • Check for any county social services that could be available (see note at end of minutes).
• Tanya (100th Dr.) asked about greenspace managed by the HOA which she says is cluttered with excessive debris, wild growth, down branches, large pieces of trees that were previously cut.
  • Kevin walked the area with an arborist who suggested that down trees and branches be left to decompose.
    • They observed invasive species and overgrowth that should be cut back as funds become available.
  • John noted that it’s been 5-7 years since maintenance work has been done in that area.
    • John will call Ellyn to contact Ash Creek about doing work in that area.
• Nancy Hall spoke to someone who was cleaning up the home next to hers and she expects that the property would be slated for improvements.
  • Nancy alerted the board to a yellow jacket nest in the greenspace that should be treated.
• Dave Blank requested to see the balance sheet and income statement which were previously submitted and distributed by the Treasurer.

 
BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Asphalt pathway repair project update
  • Multiple paving professionals either passed on the job or failed to respond.
  • One estimator quoted $19k for Central Woods, however, he did not provide much detail on scope.
  • Kevin and Darrell met with a reputable paving and repair company that took measurements and submitted a preliminary quote for both the central woods and the “Pugsley’s Woods.”
    • $24,060
      • More detailed bid to come.

Vice President: Josh Gavrich

• Not present.

Treasurer: John Chapman

• Update on Zelle: Zelle is live and should be available for use within weeks.
• Financial Report:
  • Current bank Balance is approximately 61% higher than last year at this time.
  • Deposits made since 5/1/2025: $32,132.66
  • 79% of all homes (197 of 249) are paid up.
  • 13 “Lien Letters” sent out on May 1:

• 7 are now paid in full
• 2 have made partial payments
• 1 will pay with Zelle
• 2 do not accept mail (both letters returned).
• 1 is an owner who purchased the home in a private sale and has not yet responded to my letter.

Secretary/Environmental: Darrell Maxwell 

• The nature walk on July 12th was a lot of fun and quite informative. Our tour guide, Karen (last name?), lives in the area and is a wildlife biologist. Five SMHOA residents participated.  We hope to schedule another walk in the future.
  • We should send Karen a thank you email.
• The bollard sign may not be functional (BollardTopper™ https://cstoresignsdirect.com/)
  • Option: Use suggested weatherproof sign material
  • Option: Find a different product

Architectural: Kevin Quick

• Nothing to add.

Covenants: Ellyn Jeck

• The house on Stacy Ct. house that has continually had a mess of junk and boxes, and a trailer full of stuff in the drive or side yard received two letters asking them to clean it up or be fined.
  • After the first letter asking them to remove the washing machine and dryer in front of their house along with other debris, they cleaned it up and for a brief time, it was much better.  Then it got bad again with multiple emailed complaints from a neighbor. 
  • They were sent a second letter in June stating they would be fined if not cleaned up by June 29.  They didn't clean it up. 
  • I sent another letter stating the fines of $50 per week and emailed John to send them a bill for the fines.  I have continued to walk by there every day or two. Sunday July 27 there was still a mess in the morning.
  • By Monday, July 28, it was cleaned up.  John, the fines should be discontinued as of 7/28, but we should continue to monitor it. 
• I would like to send letter to two homes on 99th to do some yard clean-up.
  • I had once tried to go talk to them but couldn’t get to the door.
  • These homes could be under similar circumstances as a home on 98th CT that hasn’t maintained their yard.
  • I want to be sensitive on how I approach the situation.
• The common areas where we began clean-up:
  • Ivy and blackberry springing to life again.
  • Branches over pathways that are dead and need to be trimmed and then there are those darn cherries all over the path, and the path itself.
  • These issues may require more frequent capital investment to maintain.

Board member contributions:

• Kathy Barenbrugge: Nothing to add.
• Caroline Wharton: Absent

General Discussion: None
Adjournment: Meeting adjourned by President at 8:09pm.
Next Regular Board Meeting:  Tuesday, September 2, 2025 – in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Visit http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule.
 
Note:
Clackamas County Behavioral Health Services

• Adults and individuals of all ages dealing with moderate to severe mental health conditions (including anxiety disorders like agoraphobia) are eligible for services—even if they don't have insurance. Clackamas County+12Clackamas County+12City of Wilsonville Oregon+12
• Services include personalized assessments, individual counseling, group therapy, skills training, case management, and medication evaluation if needed. Clackamas County+1
• They operate the Urgent Mental Health Walk-In Center in Happy Valley, offering brief counseling, safety screening, peer support, and referrals. Call 503‑655‑8585, or visit in person at 11211 SE 82nd Ave., Suite O. Clackamas County+11Clackamas County+11HealthShare BHPlan Directory+11

 

 
Scott Mountain Homeowners Association
Board Meeting Minutes – 06.03.2025
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, August 5th
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton
Homeowners Present: Nancy Hall, Catherine Totman, Dave Blank
Guests: None
Call to Order:  7:03pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the April meeting.
Homeowner Topics: None.
BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Asphalt pathway repair and maintenance project
  • Contacted 3 companies
    • 1 of them visited the site and we are awaiting his update
      • Provided a rough general bid for Central Woods is $19,000
        • Specific scope (spot repair or complete replacement) not specified
  • Possible additional option: gravel pathways secured by “hexpave” (see image below)
• Placed on hold for now: Neighborhood trash cleanup project
  • Saturday, June 21st, 9:00 am – 10:30 am
    • Notice was posted on the HOA website
• Kela Ct. House likely being used as an adult foster home (ADF)
  • Evidence that they are moving forward with the plan despite HOA attempts to stop the project

Vice President: Josh Gavrich

• Working on obtaining nonprofit Google Workspace account
• Architectural approved: Homeowner on 99th drive plans to replace his fence and expand his driveway – no changes to previous layout

 
Treasurer: John Chapman

• Financial snapshot distributed to board members
  • HOA current bank balance reflects 49.5% increase over same date last year
  • Deposits since May 1 show a 5.8% increase compared to the same period last year
  • Of 12 homeowners who received pre-lien letters:
    • 2 paid past due balances in full
    • 2 communicating with intent to pay
    • 8 have not responded
  • Next step: send certified letters to those 8 homeowners
• Suggest board approval
  • Add an additional $50 to past due balances for processing certified letters
  • Add $200 to past due balances for processing of liens
• All board members present voted to approve the additional charges associated with processing certified letters and placing liens on property
• Annual tax filings
  • Budgeted $1200 for taxes and expenses for 2025/2026
• Update on Zelle payments – the bank has pushed the start date to late Summer 2025

Secretary/Environmental: Darrell Maxwell 

• New Board Member Orientation packet has been converted to Board of Directors & Community Overview
  • Located on the website under “Intro to SMHOA”
• Neighborly invitation: Karen whose family lives on SE Charlotte Dr. and 104th Ave is an Animal Biologist
  • She has offered to take SMHOA neighbors on nature walks through the East Woods
    • Identify different species of animals and plants
    • Answer questions
    • Build community
  • First nature walk date TBD

Architectural: Kevin Quick

• None.

Covenants: Ellyn Jeck

• Planning to contact a homeowner regarding a partially cut/felled tree in front of their property
  • Based on complaints from area neighbors

Board member contributions:

• Kathy Barenbrugge: Nothing
• Caroline Wharton: Absent

General Discussion: None
Adjournment: Meeting adjourned by President at 7:58pm.
Next Regular Board Meeting:  Tuesday, August 5, 2025 – in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Visit http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule.
 
Permeable HexPave System - Grass & Gravel Pavers - 100% Recycled PPE Plastic, Handles 27,000 lbs

Scott Mountain Homeowners Association
Board Meeting Minutes – 05.06.2025
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, June 3, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton
Homeowners Present: Nancy Hall, Randy Flynn
Guests: None
Call to Order:  7:13pm by President (after envelope stuffing)
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the May meeting.
Homeowner Topics: None.
BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Contacted three Portland area blacktop and concrete repair companies
  • Estimator will visit the central woods site for an initial inspection
• Priority is to obtain the estimate for asphalt work before the greenspace invasive species projects
• 100th at 99th, homeowner has a sick tree that has been approved for removal
  • Homeowner requested to remove two additional smaller Douglas Fir trees; however, the HOA generally does not approve such requests due to its strong preference for preserving existing trees and minimizing tree removal

(Note: The HOA is committed to protecting mature trees and natural landscape features. This includes restrictions on cutting down trees on both private lots and in common areas, which require prior approval and may result in fines or mandated restoration. The Scott Mountain Protective Covenants, recorded June 18, 1975, were established to ensure responsible development and long-term preservation of the neighborhood. Per Sections 4.1(21), 6.1, and 9.3,).

• Home on 99th near the path entrance has trees and bushes growing out into the roadway that may be causing a visibility hazard and should be trimmed back – Kevin will contact the homeowner
• Neighborhood cleanup project to be coordinated – looking for volunteers to manage the process
  • Date: Saturday, June 21st from 9:00 am to 10:30 am beginning on Hilcrest

Vice President: Josh Gavrich

• HOA nonprofit status is confirmed, the board can explore using Google Workspace for Nonprofits, which offers free tools like Google Docs, terabytes of cloud storage, and Google Sites for building and hosting a website
  • Enhancing collaboration, reduce costs, and increase transparency by providing board members easier access to a searchable database of meeting minutes and other records
  • Josh will investigate further

 
Treasurer: John Chapman

• Final general ledger for fiscal year 2024-2025 was distributed to board members for review
• Final P&L for 2024/2025 was distributed to board members for review
  • Total revenue = $42k for the last two years based on incoming past-due payments and interest penalties
• Pre-lien letters sent to several homeowners in lengthy arrears
• 1120H: SMHOA is an 1120H organization -- the HOA has filed as such
• Andres landscaping to service the homeowner yard at the top of 98th ct. and will follow up by spraying the yard to inhibit rapid growth

Secretary/Environmental: Darrell Maxwell 

• Thank you -- Glenn Loehr for his assistance felling three cherry trees that were tagged as invasive and clearing two dead trees that had partially fallen (see images on the website)
• Approved for use: final draft of the new board member welcome packet
  • URL link to the document or a PDF attachment to be shared with new board members or homeowners considering joining the board
  • Also, will be made available on http://www.scottmountainhoa.com/
• Test program: Bollard/post signage communication program
  • Purchase one sign first to confirm that it works as intended
• Invasive Herb Robert (Geranium Robertianum) and Cleavers (Galium Aparine) a.k.a. Stickyweed (see hand-out and attachment) – these plants will eventually need to be removed

 
Architectural: Kevin Quick

• None

 
Covenants: Ellyn Jeck

• Engaging with homeowners about tree removal guidelines, recent arborist inspections, and any fines or next steps—part of our ongoing effort to protect the neighborhood’s trees and keep everyone informed

Board member contributions:

• Kathy Barenbrugge: Considering taking a committee position sometime in the future
• Caroline Wharton: None

General Discussion:
Adjournment: Meeting adjourned by President at 8:06pm.
Next Regular Board Meeting:  Tuesday, June 3, 2025 – in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Visit http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule.
 
See attachments next pages 
 
BollardTopper™ https://cstoresignsdirect.com/

This sign can be mounted to the bollards at each pathway entrance and used to display seasonal or informational messages—such as reminders to clean up after pets, QR codes for the holiday lights contest, yard waste bin dates, or notices about the HOA annual meeting.
If the board decides to include street names (per Susan Hook’s suggestion), the signs can be doubled—one facing inward with the street name, and one facing outward with community messaging.
Description: A weather resistant sign-frame attached to a bollard post designed to communicate advertising, safety, directional, or anu messaging. Our Bollard Topper sign easily attaches to any size Bollard post using the supplied hardware.  With its top loading slot, you can drop in changeable messages to suit your need.  Regular price$ 75.99
Sign Specifications:

• Dimensions: 10” x 12” 
• Viewable Area: 8" x 10"
• Durable aluminum frame with black powder coat finish
• Blank Aluminum Sign Face
• Protective round corners
• Weather resistant
• Adjustable metal connecting hardware included
• Fits bollard diameter 4” and larger

​Herb Robert (Geranium robertianum), also known as "Stinky Bob," is an invasive annual or biennial herbaceous plant commonly found in shaded or partially shaded woodlands of the Pacific Northwest. Recognizable by its small pink-to-purple flowers, deeply divided fern-like leaves, reddish stems, and pungent odor when crushed, Herb Robert spreads aggressively through prolific seed production, rapidly colonizing disturbed areas. It often forms dense mats in forest understories, displacing native vegetation by monopolizing available space and nutrients, thus diminishing local biodiversity. Despite its invasiveness, Herb Robert does not inhibit the growth of other aggressive invasive species such as English ivy or Himalayan blackberry. Effective control requires manual removal or careful application of targeted herbicides to prevent its further spread.

​Cleavers (Galium aparine), also known as stickyweed or catchweed bedstraw, are edible and have a long history of use in traditional herbal medicine. They are often consumed as a mild diuretic or detoxifying tea, particularly for lymphatic and urinary system support (Herbal Academy). In natural ecosystems, cleavers can serve as a ground cover plant that provides modest habitat benefits for insects and small animals, contributing to microhabitat diversity. However, due to their rapid growth and seed dispersal, cleavers can spread aggressively and may require management in home gardens, restoration sites, or conservation areas to prevent displacement of native species (CABI Invasive Species Compendium).

Scott Mountain Homeowners Association
Board Meeting Minutes – 04.08.2025

Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, May 6, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton Homeowners Present: Dave Blank, Nancy Hall Guests: None
Call to Order: 7:04pm by President

Approval of Meeting Minutes: All board members present voted to approve the minutes of the February meeting.

Homeowner Topics:

• Dave G., regarding the CPO:
  • In Clackamas County, a Community Planning Organization (CPO) is a group of citizen volunteers who advise the Board of County Commissioners, Planning Department, and Planning Commission on land use matters affecting their communities.
    • The CPO has disbanded until a new board made up of 3 members can be established.
    • During the final meeting of the CPO, the following were discussed and shared with the SMHOA:
      • Clackamas County, Oregon, plans to establish a recovery center for individuals struggling with substance use disorders at the former Clackamas Elementary School, located at 15301 SE 92nd Ave. in Clackamas, which the county recently purchased. Planning to have the facility operational by 2026.
      • Crime statistics for the area were discussed and seem to be flat year over year. The statistics can be viewed on the county’s website.
• Dave B. recommendations:
  • Submitted a document (see attached) outlining ORS 94.670 requires HOAs to distribute an annual financial statement within 90 days of fiscal year-end.
    • It’s unclear whether Scott Mountain HOA currently complies. Dave requests that the board confirm this and take action to ensure deadlines are met and state requirements fulfilled.
  • Requested confirmation of whether the HOA filed form 1120-H with the state.
    • IRS Form 1120-H allows HOAs to exclude homeowner assessments from taxable income if certain criteria are met. It’s unclear if Scott Mountain HOA currently files this form. Dave requests that the board confirm what form is used and ensure timely filing to maintain tax-exempt treatment on assessment income.
  • The treasurer informed the group that he will have updated information sometime after the new fiscal year (May 1st).

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Have received an update on the Cherry tree at the junction of paths in the Central woods: not an imminent danger, but it does show some worrisome signs, and it is an invasive contributing to spread of same in the Central woods, so we will put this on the list to be removed the next time we need tree services.
• Investigating asphalt path repair costs and potentials.

 
Vice President: Josh Gavrich

• Nothing to report

Treasurer: John Chapman

• Forecasted budget for fiscal year 2025-2026 was provided
  •  Revenue forecasted to be $42,095
  • Projected balance for fiscal year end 2024-2025 is $35,284 which satisfies the reserve goal
    
• Newsletter planning:
  • President statement
  • 2025-2026 budget report
  • Possible implementation of Zelle as a form of annual dues payment
  • Storm drains to be kept clear (homeowners have voiced concerns)
  • Reminder about RV parking and street parking in the neighborhood (Article IV, Section 4.1(8)
  • Schedule a neighborhood trash clean-up day to rally residents to participate
• (NOTE: Zelle is a digital payment platform that allows people to send and receive money quickly using just an email address or mobile phone number. It’s built into many major bank apps, so there’s no separate account or balance—payments move directly between bank accounts, typically within minutes. Zelle is often used for personal transactions like splitting bills or paying rent, but it’s also being used by some small organizations for dues or donations.).

Secretary/Environmental: Darrell Maxwell

• Confirmed Spring Yard Waste Bins: Drop-off Friday, May 16, Pick-up Monday, May 19
  • Please be advised that the precise location of the bins can’t be guaranteed.
• Rough draft of a New Board Member Orientation Packet shared with the group

Architectural: Kevin Quick

• 95th CT. – New homeowner has a work truck that may need to be parked on the street periodically. This homeowner has submitted a verbal request to change the design of a fence.

Covenants: Ellyn Jeck

• Letter sent to homeowner outlining planned fines to be imposed for inappropriate cutting of trees – waiting for a response.
  • Next step is to send a follow-up letter
  • Note: According to Article IV, Section 4.1(21) of the Scott Mountain CC&Rs, no trees with a diameter of six inches or more (measured at five feet above ground level) may be removed without prior written approval from the Architectural Control Committee. Per Article IX, Section 9.3, if a homeowner removes a tree in violation of this rule, the Association may impose a fine of up to $25 per inch of the tree's stump diameter. The Association may also restore the landscape and charge the homeowner for the full cost of restoration.
• The cherry tree in the central woods that’s leaning significantly has been checked by an arborist, who sees a moderate risk of it falling. He’s also concerned that the tree is invasive and has spread its seeds throughout the area. There are several new cherry trees starting to grow nearby, which we should consider removing before they get too large. It’s been confirmed that the main cherry tree is located on HOA property.

Kathy Barenbrugge: Organizing a walking tour of the neighborhood. Anyone interested in participating should email: [email protected].
 
Caroline Wharton: None

General Discussion: None.

Adjournment: Meeting adjourned by President at 8:27pm.

Next Regular Board Meeting: Tuesday, May 6, 2025 – in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule

See attachment on following pages
 
ORS 94.670 – Association Duty to Keep Documents and Records

(1) A homeowners association shall retain within this state the documents, information, and records delivered to the association under ORS 94.616 (Turnover meeting), and all other records of the association for not less than the period specified for the record in ORS 65.771 (Corporate records) or any other applicable law, except that:

• (a) The documents specified in ORS 94.616 (3)(f), if received, must be retained as permanent records of the association.
• (b) Proxies and ballots must be retained for one year from the date of determination of the vote, except that proxies and ballots relating to an amendment to the declaration, bylaws, or other governing documents must be retained for one year from the date the amendment is effective.

(2) (Intentionally left blank.)
(3) All assessments, including declarant subsidies and all other association funds, shall be deposited and maintained in the name of the association in one or more separate federally insured accounts, including certificates of deposit, at a financial institution, as defined in ORS 706.008, other than an extranational institution. Except as provided in paragraph (b) of this subsection, funds must be maintained in an association account until disbursed.

• (b) Subject to any limitations imposed by the declaration or bylaws, funds may be used to purchase obligations of the United States government.

(4) Within 90 days after the end of the fiscal year, the board of directors shall:

• (a) Prepare or cause to be prepared an annual financial statement consisting of a balance sheet and income and expense statement for the preceding fiscal year; and
• (b) Distribute to each owner and, upon written request, any mortgagee of a lot, a copy of the annual financial statement.

(5) Subject to ORS 94.671, the association of a planned community that has annual assessments exceeding $75,000 shall cause the financial statement required under subsection (4) of this section to be reviewed within 300 days after the end of the fiscal year by an independent certified public accountant licensed in the State of Oregon in accordance with the Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants.
(6) The association of a planned community created on or after January 1, 2004, or the association of a planned community described in ORS 94.572 (Platted subdivision prior to recording of declaration), that has annual assessments of $75,000 or less shall cause the most recent financial statement required by subsection (4) of this section to be reviewed in the manner described in subsection (5) of this section within 300 days after the association receives a petition requesting review signed by at least a majority of the owners.
(7) An association subject to the requirements of subsection (5) of this section may elect on an annual basis not to comply with the requirement of subsection (5) by an affirmative vote of at least 60 percent of the owners, not including the votes of the declarant with respect to lots owned by the declarant.
(8) (Intentionally left blank.)

• (a) The association shall provide, within 10 business days of receipt of a written request from an owner, a written statement that provides:
  • (A) The amount of assessments due from the owner and unpaid at the time the request was received, including:
    • (i) Regular and special assessments;
    • (ii) Fines and other charges;
    • (iii) Accrued interest; and
    • (iv) Late payment charges.
  • (B) The percentage rate at which interest accrues on assessments that are not paid when due.
  • (C) The percentage rate used to calculate the charges for late payment or the amount of fixed charge for late payment.
• (b) The association is not required to comply with paragraph (a) of this subsection if the association has commenced litigation by filing a complaint against the owner and the litigation is pending when the statement would otherwise be due.

(9) (Intentionally left blank.)
(10) Except as provided in paragraph (b) of this subsection, the association shall make the documents, information, and records described in subsections (1) through (4) of this section and all other records of the association reasonably available for examination and, upon written request, available for duplication by an owner and any mortgagee of a lot that makes the request in good faith for a proper purpose.

• (b) Records kept by or on behalf of the association are not required to be made available as described in paragraph (a) to the extent the record:
  • (A) Relates to personnel matters.
  • (B) Is communication with legal counsel that relates to privileged matters.
  • (C) Would disclose information in violation of law.
  • (D) Involves documents or minutes from executive sessions of the board.
  • (E) Pertains to individual owners other than the requester.

(11) The association shall maintain:

• (a) A copy, suitable for the purposes of duplication, of the declaration and bylaws including any amendments, the plat, rules, and regulations currently in effect.
• (b) The most recent financial statement prepared pursuant to subsection (4).
• (c) The current operating budget.
  
• (d) The reserve study described in ORS 94.595.
• (e) Architectural standards and guidelines, if any.

The board of directors, by resolution, may adopt a policy governing the frequency, time, location, notice, and manner of examination and duplication under this section, including the imposition of a reasonable fee for furnishing copies. The fee may include personnel costs for copying the requested materials.
​
[1981 c.782 §48; 1999 c.677 §21; 2001 c.756 §20; 2003 c.569 §15; 2003 c.703 §20a; 2007 c.340 §1;
2009 c.641 §13; 2011 c.532 §17; 2017 c.111 §2; 2021 c.40 §13]

Scott Mountain Homeowners Association
Board Meeting Minutes – 03.11.2025

Location: Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR
Next Meeting: Tuesday, April 8, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Caroline Wharton, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: None
Homeowners Present: Dave Blank, Nancy Hall, Susan Hook, Nina Quick, 
Guests: None
Call to Order:  7:04pm by President

Approval of Meeting Minutes: All board members present voted to approve the minutes of the February meeting.

Homeowner Topics: 

• Susan H. 
  • Expressed concern for the safety of a neighbor she has not been seen in weeks
    • Kevin Q. confirmed that a welfare check was conducted by the Sheriff department – the neighbor is in her home and well.
  • A home at the top of 98th CT has a long stretch of fence that is sagging and in disrepair.
    • Kevin Q. confirms that the homeowner is aware and plans to make improvements ASAP.
  • Suggestion: Add signage at the pathway entrances indicating street names 
    • Attendees supported this idea.
    • More discussion about how the feasibility of this is needed.
  • •Darrell M. has noticed a lot more dog waste on the paths and along the sides of the paths.
    • Others suggested adding signage and “poo bag” dispensers.
      • Kevin suggested that we look into the cost of the project.
• Dave B. 
  • has questions about the HOA tax filing status and whether the organization can confirm that it has filed the proper forms with the state of Oregon to be considered tax exempt.
    • John C. will check with the accountant on our next filing.
  • Also cautions homeowners to be aware that during storms, ice can accumulate on trees causing a hazard.
• Kathy B. Her home was one that had mail stolen from the mailbox.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick 

• Short and long-term neighborhood project under development (a comprehensive list will be posted on the website):
  • Including large scale, multi-year, multi-phase 
    • renovations of the green spaces and the asphalt pathways,
    • buttressing of eroding stream banks,
  • Smaller scale projects such as 
    • a tree planting initiative,
    • updating out of date or deteriorating signage. 

Vice President: Josh Gavrich

• Pathway lights – Lower woods lights are all working and the senor is active.
  • Pugsley’s woods lights are working but the sensor needs to be replaced.
    • Darrell offered to contact the electrician to have the work done.

Treasurer: John Chapman

• Starting in May, Zelle (electronic payments) will allow individuals to make payments to commercial accounts.
  • This is an excellent option for homeowners that want to pay their HOA dues electronically.
• John has identified new, low-cost locations for the HOA Meetings.
  • North Clackamas School district accepts applications for organizations to use community rooms or classrooms.  
  • Our application has been approved and on March 19th John will make a reservation and will confirm whether our next meeting will be held at Mt. Scott Elementary School.
• Proposed 2025-26 Budget
  • Forecasting total expenses of $34,200 (including $10,000 estimated for special projects and emergencies).
  • Forecasting total revenue of $36,360 (margin of +$2,160).
• Homeowner Dues
  • 85% (192) of homeowners have paid in full.
  • 13 homeowners are 3 or more years behind in payments totaling between $5,000 and $7,000.
    • 1st week of May: Letters go out to 13 homes with their current invoice and an offer to set up a payment plan to bring the account current.
    • June 15th: Those how have not responded will be sent a certified letter explaining that they have one month in which to contact us regarding their account, or a lien will be filed with the county.
    • July 16th: Liens will be filed (if needed).
  • Homeowners must have the ability to attend an HOA meeting to dispute fines, outstanding balances, liens, etc.

Secretary/Environmental: Darrell Maxwell   

• Proposing spring yard waste bins dates: Friday, May 16 to Monday, May 19.
  • Approved.
• Ongoing projects
  • Small invasive trees to be felled by hand – as time permits.
  • Meeting minutes digitization project – ongoing.
  • Board member position description: Secretary – 1st draft completed – as time permits.
  • Draft monthly website message schedule.
    • No objections.

Architectural: Kevin Quick

• 93rd Ct.: One of the more modern-looking homes has planned a major addition to the back of the house.
  • Architectural plans were submitted to the HOA and the conclusion is that the changes will not impact adjacent homes.  No trees will be removed.
  • Approved.

Covenants: Ellyn Jeck

• Two letters were sent to homeowners levying fines totaling up to $1,000 for CC&R violations.
• A homeowner on King Rd. needs to replace the roof which is in serious disrepair.
  • Homeowner may opt for a metal roof – the HOA Board may consider approving a metal roof depending on the style and design.

Kathy Barenbrugge: Stated that her home had mail stolen from the box.
Caroline Wharton: Stated that she will be available to help out during the Spring Yard Waste Bin period. 

General Discussion: None.

Adjournment: Meeting adjourned by President at 8:32pm.
Next Regular Board Meeting:  Tuesday, April 8, 2025 – in person – Location TBD. Check http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule

Scott Mountain Homeowners Association
Board Meeting Minutes – 02.04.2025

Location: Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR
Next Meeting: Tuesday, March 4, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Caroline Wharton
Board Members Absent: Darrell Maxwell, Kathy Barenbrugge
Homeowners Present: Dave Blank, Nancy Hall, Randy Flynn
Guests: None
Call to Order:  7:08pm by President

Approval of Meeting Minutes: All board members present voted to approve the minutes of the January meeting.

Homeowner Topics: 

• Randy mentioned mailboxes being left open on 100th drive in the morning
• Randy mentioned some people with backpacks walking through the neighborhood one morning
  • He talked with them and they said they were staying at apartments on Johnson Creek and were lost
• Dave Blank was curious about how much money is “past due” to the HOA
• Dave Blank open discussion about liens placed on houses and how the money comes back to the HOA

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick 

• Police activity house on Cleone Ct
  • House is pending auction sale
  • Owner was removed and has pending legal actions against them

Vice President: Josh Gavrich

• Nothing to report
• Will monitor the lighting as the temperatures change, have seen failures of lights in the past after freezing temperatures.

Treasurer: John Chapman

• Balance is ~$37k
• Online payment portal or system availability discussion
  • Something to look into for Venmo/Square/Zelle or with Umpqua
  • Looking to future dates, budget will be discussed in March, set in April and invoices will go out in May.
    • Will address houses that are >$500 past due with first letter [of three] to start lien process

Secretary/Environmental: Darrell Maxwell

• Light bulb on #17 was replaced. 
• The main light sensor located at the pathway entrance at 99th was replaced.

Architectural: Kevin Quick

• Install of shed on house on Stevens without notification to the board
  • Will follow up with neighbor to discuss the normal method to follow
• No further developments regarding home on Kela Ct [Pl?] that may be an adult foster care

Covenants: Ellyn Jeck

• Letter sent to Stacey Ct house regarding the rubbish and continued issues and invited them to the meeting.
  • Walked by the house recently and it appears to be cleaned up for now
  • Letter stated that it needed to remained cleaned up due to repeated issues
• Letters to write for unauthorized tree removals with fines
• Reminder on Facebook and/or website about trashcans and invasive species poking up [blackberries]
• Regarding short term rentals - looking at establishing ~1 month as a minimum
  • All board members in agreement
• Cherry tree in central woods
  • HOA needs to get another assessment of the cherry tree to see about removal for safety reasons and due to being invasive.

Kathy Barenbrugge

• Not present

General Discussion: 

• What do we want to accomplish this year?
  
  • Need to look at additional cleanup of green spaces
    • Have had some contact with homeowners from uphill side of 100th/Cleone about some of the heavy growth near Champagne Ln
  • Asphalt repairs in sections
    • Start at 99th between Stevens and King [entrance to central woods]. Can an asphalt company do work without impacting the roots [cause of the asphalt failures]?
  • Planting of trees
    • Timing of planting
    • Types of trees [Doug Fir, Maple, Oak]
• Shifting the next meeting to March 11th, 2025 [due to absences]

Adjournment: Meeting adjourned by President at 8:17pm.
Next Regular Board Meeting:  Tuesday, March 11th, 2025 – in person at Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 97086.  Check http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule

Scott Mountain Homeowners Association 
Board Meeting Minutes – 01.07.2025 

Location: Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 
Next Meeting: Tuesday, January 7, 2025 
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck, Kathy Barenbrugge, Board Members Absent: Caroline Wharton 
Homeowners Present: Dave Blank  
Guests: None 
Call to Order:  7:04pm by President 

Approval of Meeting Minutes: All board members present voted to approve the minutes from the November meeting. 

Officer Elections:  

• Positions:  President, Vice President, Treasurer, Secretary.
  
  • None present expressed interest in changing positions.
    
  • It was unanimously agreed that each officer will remain in their seat for another term.

Homeowner Topics: None. 

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick  

• The holiday lights contest was a success with approximately 8.2% more votes in 2024 over 2023.
  • 2024 vote totals: 17 homes submitted votes.
• Concerns in the neighborhood
  • Kela Ct. alleged Adult Foster Home
    • The homeowner has been notified numerous times that operating a business of this nature is not allowed and seems to be moving forward with the AFH regardless of restriction.
    • HOA will be in a position to take further action once the AFH is operating.
• Oct. 2007, The HOA established fines in the amount of $100/notice and $50/day for home that continue to violate the by-laws and covenants after verbal or written warnings.
• Home on Stacy Ct.: debris in yard has not improved substantially.
  • Homeowner has been notified by letter twice that cleanup is required.
  • Next step, one more letter, then fines will likely be assessed.
• Home on Kela Pl. has numerous cars parked on the street which is creating tension with other neighbors
  • Clackamas County Sheriff visited the home and asked the homeowner to follow the parking regulations.
  • 1st request/warning letter from HOA is to be mailed this week.
• Cherry Tree, NW Central Woods
  • Neil obtained a metal detector from the public library (yes, the public library).
  • Next step is to use the metal detector to identify the property lines / confirm that the tree is on HOA property (though, based on rough estimates, the tree is likely on HOA property).
• ▪ If the tree is on HOA property, the board approves removal based on the tree being invasive and shedding fruit onto the pathway which causes a hazard.

Vice President: Josh Gavrich 

• Light #17, suggests replacing light sensor as long as Stoner Group is climbing the pole to replace the bulb.

Treasurer: John Chapman 

• Reports that he is working on a list of Treasurer responsibilities – developing a basic outline/training packet for any future Treasurers.
• Bank balance as of today is $37,854.
• 81% of homeowners have paid their dues, which is 2%-3% better than this time last year.
• Forecasting fiscal year-end balance of $31,000 (April is fiscal year).

Secretary/Environmental: Darrell Maxwell 

• Digitization project equipment was purchased
  • Under the $300 budget.
    • Page scanner, external storage drive, back-up-flash drive.
  • Project will progress as time permits.
• Tree removed behind Nancy’s house completed.
• Adjacent tree deemed healthy (homeowner asked that it be inspected).
• Invasive Cherry trees on South side of the Central Woods
  • One down in December, two to go!
• SMHOA Website Updates
  • If there is no objection, Darrell will provide periodic, relevant content as time permits.
• Holiday Lights Contest
  • 17 total votes based on the spreadsheet that was distributed.
  • All agreed that we should use the same system next holiday season.
• Environmental Committee scope of responsibility (see attachment examples from various sources)
  • Darrell will develop a rough description of the responsibilities, and the board will provide input before finalizing.
• Darrell will work on a draft of a “New Board Member Welcome Packet” (long-term project).
  • “You joined the board, now what?”

Architectural: Kevin Quick 

• 99th tree was cut without board approval in October 2024 – fine should be assessed.
  • Homeowner has not provided proof that the tree was a danger.
• Home on King Rd. has confirmed with an arborist that several trees are dying and dangerous – recommend removed.
• 96th Ct. a large tree was removed (except for part of the trunk) – fine should be assessed.
• Home on Stevens that was short-term Airbnb rental (in violation of HOA rules) shows evidence that it has switched to 30-day minimum rental period.
  • Question: Does this satisfy HOA guidelines?
• Kevin requested approval from the board to engage an attorney to clarify HOA rights and define HOA guidelines.
  • Kevin will investigate the cost of obtaining legal guidance.

Covenants: Ellyn Jeck 

• N/A

Kathy Barenbrugge 

• Confirmed that she is included in the board email list.

General Discussion: None. 

EXECUTIVE SESSION CALLED BY JOHN CHAPMAN: 8:12PM 

• A home that has significant dues arrears is working to pay off a large past due balance.
  • Question: On a case-by-case basis, when a homeowner can demonstrate hardship, and genuine good faith to repay their balance, should the board forgive some or all fines and/or interest to make the payments more reasonable and provide some relief?
  • Homeowners would remain liable for all dues owed.
  • Consensus: the board approved an option for waiving back interest when a homeowner acts in good faith to pay past due balances and can demonstrate hardship.
  • John made a motion to excuse a portion of the interest and late dues penalties – not the balances owed.
  • Fines imposed for cutting down trees without prior HOA approval will not be excused.
• Kevin made a motion to excuse the fines and interest per John’s request.
  • Seconded and unanimous approval by all board members present.

EXECUTIVE SESSION CLOSED AT 8:21 PM 

Adjournment: Meeting adjourned by President at 8:21pm. 
Next Regular Board Meeting:  Tuesday, February 4, 2025 – in person at Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 97086.  Check http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule. 

Attachment: 
Example Environmental Committee Scope of Responsibility 
Common Area Maintenance: 

• Inspections: Conduct regular assessments of common areas to identify maintenance needs and potential improvements.
• Contractor Coordination: Collaborate with landscaping and maintenance contractors to ensure quality work and adherence to community standards.

Environmental Initiatives: 

• Sustainability Programs: Develop and promote initiatives such as recycling programs, energy conservation efforts, and water usage reduction strategies.
• Educational Outreach: Organize workshops or distribute materials to educate residents on environmental best practices.

Landscape Planning and Design: 

• Aesthetic Enhancements: Propose and oversee projects aimed at beautifying the community, including the selection of plant species and design elements that align with the local ecosystem.
• Budget Management: Work within allocated budgets to implement landscaping projects and maintenance plans.

Policy Development: 

• Guideline Creation: Assist in formulating and updating community guidelines related to environmental practices, ensuring they reflect current sustainability standards.
• Compliance Monitoring: Ensure that both the HOA and residents adhere to established environmental policies and regulations.

Resident Engagement: 

• Feedback Solicitation: Gather input from residents regarding environmental concerns and suggestions for community improvements.
• Volunteer Coordination: Organize community clean-up events or tree-planting days to foster resident involvement in environmental stewardship.

Reporting: 

• Regular Updates: Provide the HOA board with detailed reports on committee activities, project statuses, and any emerging environmental issues.
• Meeting Documentation: Maintain accurate records of committee meetings, decisions, and action items.

Sample of sources: 
https://www.hoamanagement.com/hoa-committees-types-and-guide/?utm_source=chatgpt.com
https://www.fsresidential.com/corporate/news-and-articles/articles/what-are-hoa-committee-roles-and-responsibilities/?utm_source=chatgpt.com 
https://vinteum.io/hoamanagement/hoa-committees/?utm_source=chatgpt.com 

Scott Mountain Homeowners Association
Board Meeting Minutes – 11.12.24

Location:  Monarch Hotel Conference Center, Room 248
Next Meeting: Tuesday, January 7, 2025
Board Members Present:  Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck
Board Members Absent:  None
Homeowners Present: Dave Blank, Nancy Hall, Niel Gavrich, Kathy Barenbrugge, Caroline Wharton, James Allen, John Williamson, Tom Carle 
Guests: None
Call to Order:  7:01pm by President

Approval of Meeting Minutes: All board members present voted to approve the minutes from the October meeting with correction of 'Idleman' spelling and the date for the next regular board meeting.
Board Member Terms Up for Renewal and Nominations:

• Josh Gavrich 
• Darrell Maxwell 
• Two new nominees:  
  • Caroline Wharton
  • Kathy Barenbrugge

Unanimous Vote in Favor of Election and Re-election: The Board unanimously re-elected Josh Gavrich and Darrell Maxwell and appointed Caroline Wharton and Kathy Barenbrugge to new terms.

Homeowner Topics:  

• John Williams: inquired as to who is the owner of the home adjacent to his, potential adult foster home, perceived lack of friendliness of individuals coming and going from the home.  
  • Kevin Quick advised that a letter was sent addressed to the homeowner at 9844 SE Kela Ct outlining HOA bylaws and covenants.
    • To date, the owner hasn’t responded.
    • Recommends that we try to make contact again.
• Dave Blank: suggested adding a bylaw restricting adult foster home facilities.
  • Kevin noted that the special session held on 8/14/24 resulted in a determination that the operation of adult care facilities is a violation of the existing covenants.
    • The decision was based on Article IV, Section 4.1(4) of the Scott Mountain Protective Covenants, it states: "No trade, craft, business, profession, commercial or similar activity of any kind shall be conducted on any lot, nor shall any goods, equipment, vehicles, materials, or supplies used in connection with any trade, service, or business be kept or stored on any lot.”
• Tom Carle: comment on the home that is most likely operating as an Airbnb.
  • Kevin previously spoke with the homeowner who acknowledged the restrictions and claimed he would remove the rental listing.
    • ​To date, it seems that the rental posting has not been removed.
    • Next step is to contact Airbnb to request that they deactivate the listing.
    • Fines may be assessed: Article IX, Enforcement section, describes the HOA’s rights to enforce compliance, including imposing fines for violations and specifying procedures for handling non-compliance.
• James Allen:  requests that the board address an issue with a mattress that has been sitting in front of the home at 10656 99th since July.
  • Kevin will speak with the homeowner about the mattress and a car that has been parked on the street for an extended period.
• The porta-potty has been removed from the corner on Idleman as of 11/12. 
• Dave Blank: previously emailed examples of Microsoft Excel Income Statement and Balance Sheet that he claims are required (see attached).
  • Dave expressed concern that if the HOA does not use the specific forms, the HOA may be out of compliance with the Covenants and State of Oregon.
  • Dave inquired about the HOA's tax filing status, specifically whether it files under Section 528 or 501(c)4. Requests confirmation of how the HOA files.
  • The treasurer states that the way the financial reports are currently being presented is appropriate for SMHOA and there are no plans to use the forms that Dave provided.
    • President concurs with and defers to Treasurer’s decision.

BOARD OFFICERS/COMMITTEE REPORTS 
President: Kevin Quick 

• Confirmed that no homes in the SMHOA are listed on the county register of Adult Foster Care type facilities.
• Holiday Lights Contest:  
  • Vote deadline moved to 12/20.
  • Drop off six winner yard signs to Darrell.
  • John to order six gift cards for the winners.
  • Josh to explore a QR code voting option using Google Docs.
  • Caroline may have battery operated fairly lights to adorn the box at 98th and King Way.
  • Darrell suggested posting more contest notices around the neighborhood.
• RV parked on the street issue has been resolved.
• Owner at 10656 99th has promised to move a car that has been parked on the street too long.
• Green Volkswagen on SE Gia Ct. has been parked in the same spot on the street for what appears to be months.
• Fine needs to be assessed for the removal of a tree at upper 99th.
  • Homeowner was warned and did not respond. 

Vice President: Josh Gavrich

• Metal detector, estimated to cost $30-$35 per day to rent.
  • Ellyn Jeck will ask a friend to borrow a metal detector she owns.

Treasurer: John Chapman

• Received letter from resident on 93rd CT. about a travel trailer sitting on the street for 3 months.
  • Spoke to homeowner and the vehicle has been removed.
• Will contact Clackamas County Sherrif about two specific vehicles, in different locations, parked on the street for extended period of time.
• $42,178 bank balance as of last statement.
• Recently sent 14 letters to homeowners who are 2 years or more behind.
• Some of the homeowners have submitted past due payments.

Secretary/Environmental: Darrell Maxwell

• Nomination of Caroline Wharton (9727 SE King Way) to a seat on the board. 
• Proposal: 
  • Digitization (text-searchable) of HOA records and minutes.
  • HOA document storage strategies.
• Motion for a $300 budget to work on the projects was approved.
• Moss removal and bush trimming pathways 96th Ct to 95th Ct. and 96th Ct to 93rd Ct
  • A request for service of these pathways was made on Oct. 24th, Garrett Blunt provided a 3–4-week timeline for completion.

Architectural:  Kevin Quick

• Nothing to report.

Covenants:  Ellyn Jeck

• Multiple attempts to contact the resident at Stacy Ct. about a washer and dryer sitting in the driveway for some time now.  No response so far.  
  • Ellyn/Kevin suggest that we give them another 1.5 weeks, then John will assess a fine.
• Home with fig trees growing well into the pathway – will contact them to request they trim ASAP.

Kathy Barenbrugge

• Question about a tree on her property.
  • Kevin advised; no approval needed to have trees trimmed.
  • Advised that any tree over 6” in diameter requires board approval to be cut down.
    • And an arborist, licensed, needs to confirm that a tree can’t be saved.

Caroline Wharton

• Mentioned a PGE light post that is burned out on 97th Ct.
  • She has reached out to PGE multiple times with no response.
  • Board advised her to keep contacting PGE and make note of the serial number on the pole.

General Discussion: None.

EXECUTIVE SESSION CALLED BY KEVIN QUICK

• John discussed multiple homes in arrears with back dues owed, including interest and fines
  • Question:  On a case-by-case basis, when a homeowner can demonstrate hardship, and genuine good faith to repay their balance, should the board forgive some or all fines and/or interest to make the payments more reasonable and provide some relief?
    • Homeowners would remain liable for all dues owed.
  • Consensus: the board approved an option for waiving back interest when a homeowner acts in good faith to pay past due balances and can demonstrate hardship.

EXECUTIVE SESSION CLOSED AT 8:49PM

Adjournment: Meeting adjourned by President at 8:49pm.
Next Regular Board Meeting:  Tuesday, January 7, 2025 – in person. The likely location will be Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 97086.  Check the HOA website for any changes as the date nears. Normal meetings are to be conducted on the first Tuesday of the month, except in July and December when there will be no meeting. 

See attachments below: