Scott Mountain Homeowners Association
February board meeting
Meeting Minutes – 2.1.2022
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Kevin Quick, Steve Schroeder, Khristina Powell, Mike Brumbach, Dave Nachand, Randy Flynn
 
Board Members Absent: 
 
Homeowners Present: Ben Derr, Dave Gilman, Dave Blank
 
Guests: None
 
Call to Order:  7:06pm by President, Neil Gavrich
 
Approval of Meeting Minutes: Board Meeting Jan 4th, 2022
A motion was made by Neil Gavrich to approve the Jan 2022 meeting minutes, all board members approved.
 
Homeowners Concerns: 

• Ben Derr wondering about update regarding road on Stevens
  • Speed limit radar signs, we are on the list (but 18 month waiting period)
  • Steve is following up regarding safe routes to schools; follow up with County personnel
  • Flashing stop signs – Neil following up about potential install
  • Khristina will be including details in the newsletter about managing ourselves (as it is potentially folks in the neighborhood speeding and running stop signs)
• Dave Gilman brought up concerns about trees in green space that had recently fallen
  • Some of the trees had already been addressed, but some of concern to be brought up to Neil and Dave to see about addressing with a vendor
• Dave Blank had a few concerns about OR state rules not being followed
  • Regarding minutes/agenda to be published before meeting IAW 94.650 section 7c – verbiage says “as needed to participate” in regards to voting. Only applicable at the annual meeting
  • Annual meeting quorum requirements – do not meet them (and have not for decades according to review) – caveat in OR law (94.655) says that the voting members present can elect to proceed with meeting without meeting quorum numbers.
  • Balance information being included on the meeting minutes – from June 2020-Oct 2021 no balance info included. Last included in Feb 2020 (last in person meeting). Dave is looking for a quarterly or annual publishing of funds.
  • Dave requested to know when definition of “professional sign” was adopted – based on over 10 years of board actions and/or inaction (precedent)

 
BOARD OFFICERS/COMMITTEE REPORTS
President: Neil Gavrich

• Nothing else to note (other than addressed above)

 
Vice President: Khristina Powell

• Discussion about homeowner engagement (improving)
  • Potential idea for discount on homeowners dues for attending meetings
  • Idea of having a natural play area installed in the woods between King and Stevens
    • Budget or insurance concerns?
    • Is it worth the install given proximity to school playground

 
Treasurer: John Chapman

• Reserve study sent to board members for review prior to meeting.
• Sent financial data to our insurance agent

 
Secretary: Josh Gavrich

• No report this meeting

 
Architectural:  Kevin

• No architectural requests recently
• Tree fell in central woods and damaged the wooden bench
  • Board members voted on repair, $250 budget approved for Mike B to repair

 
Safety:  Steve Schroeder

• Concerns about the amount of projects we need to undertake as a volunteer board
  • Agenda item for March meeting, to list out and prioritize projects
  • April meeting to plan out projects
  • May meeting to align budget with projects
    • Budget allows for dues to reflect funds needed for projects

Board member: Randy Flynn

• Issues with access to emails – not all coming through (to resolve with Neil and Thomas)
• Tree in central woods – rounds cut up
  • Homeowner (Kevin) has been splitting some rounds and will continue to work on it. Large trunk left in woods to break down
• HOA property encroachment near Champagne Ln
• Possibility of stimulus money for any of our projects
  • Money available for a “chipper” for forest clearing projects, but wood chips not recommended as they are just fuel during wildfire season (per Clackamas Fire District reps)

Adjournment: Meeting adjourned by Neil Gavrich at 8:00pm
 
Next Regular Board Meeting:  March 1st, 2022 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.

Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
October board meeting and Annual homeowners meeting
Meeting Minutes – 1.4.2022
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Kevin Quick, Steve Schroeder, Khristina Powell
 
Board Members Absent:  Randy Flynn, David Nachand, Mike Brumbach
 
Homeowners Present: Kevin Azorr, Anjuli Chen
 
Guests: None
 
Call to Order:  7:20pm by President, Neil Gavrich
 
Approval of Meeting Minutes: Board Meeting Nov 2nd, 2021
A motion was made by Neil Gavrich to approve the Nov 2021 meeting minutes, all board members approved.
 
Survey Results discussion:

• 49 paper surveys came back and 23 online
• Priorities as seen by homeowners: increased safety/security, better maintenance of common areas, be stricter for covenant violations
• Suggestions: Numerous written in ideas, Khristina to compile all so we can assess
  • Possibility to hire a security firm, Neil to look into old quote

 
Homeowners Concerns: 

• New homeowner welcome packages
  • Anjuli wants to be involved and help, but needs info from John on new owners
  • Suggestion to have a card, a bundt cake and handout about closest stores and resources
  • Budget proposed for $400 to make welcome packages; approved by board members present
• Clackamas County Public Info Officer (Vanessa spoke with) recommended to reach out to neighborhood watch liaison for additional resources.

 
Board Nominations:

• Nominations for president: Neil and Khristina
• Nomination for VP: Khristina
• Nomination for Treasurer: John Chapman
• Nomination for Secretary: Josh
  • All board members present voted, board members to retain current roles

 
BOARD OFFICERS/COMMITTEE REPORTS
President: Neil Gavrich

• Board nominations
• Safety concerns on neighborhood streets

 
Vice President: Khristina Powell

• Discussion about survey results
  • Will continue working on data consolidation
• Gift cards for “holiday lights” winners
  • 6 qty for $50 a piece
  • John to pickup up and work with Khristina to get to homeowners

 
Treasurer: John Chapman

• Working on a reserve study and to be ready to present around the February meeting

 
Secretary: Josh Gavrich

• No report this meeting

 
Architectural:  Kevin

• No report this meeting

 
Safety:  Steve Schroeder

• Working with Vanessa to discuss with county about road safety in the area.
  • Steve to follow up about safe routes to schools along Stevens Way (pushing school zone further back)
  • Possibility of flashing stop signs on 99th
  • Setting up radar sign on 99th (18 month wait list)
    • Neil to make sure we are on the list and keep working on other issues

 
Adjournment: Meeting adjourned by Neil Gavrich at 8:27pm
 
Next Regular Board Meeting:  February 1st, 2022 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.
 
Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
October board meeting and Annual homeowners meeting
Meeting Minutes – 11.2.2021
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Kevin Quick, Steve Schroeder, Mike Brumbach, Khristina Powell
 
Board Members Absent:  Thomas Spathas, David Nachand, Mike Brumbach
 
Homeowners Present: Dave Blank, Sara Flynn, Ben Derr, Tracey Kebede-Bernahu
 
Guests: None
 
Call to Order:  7:00pm by President, Neil Gavrich
 
Approval of Meeting Minutes: Board Meeting Oct 5th, 2021
A motion was made by Neil Gavrich to approve the Oct 2021 meeting minutes (with corrections as noted via email), all board members approved.
 
Homeowners Concerns:

• Ben Derr questioned about possibility of speed bumps on Stevens due to high traffic/speed
  • Steve S talked about Safe Routes to Schools and how he was trying to engage with the liaison and county again based on previous report.
  • Neil talked about possibility of flashing stop signs, but that the county had not approved install of one.
• Dave Blank asked about political sign definition
  • Was approved by board in October and included in the minutes. Was reviewed at meeting as well. 
• Tracey Kebede-Bernahu asked about involvement with the Mt Scott PTO/PTA
  • Neil is also a board member there and Steve’s wife too
• Dave Blank mentioned, in regards to financial audits, that OR 94.550-770 may supersede requirements of the bylaws.
• Dave Blank recommended reaching out to Sheriff's department in regards to speeders, as they could post a car for a day or two to write up infractions
  • HOA members looking for a more long-term solutions that will reduce speed in the area.

 
BOARD OFFICERS/COMMITTEE REPORTS
President: Neil Gavrich

• Discussion about stop signs. HOA to continue to pursue

 
Vice President: Khristina Powell

• Has not ordered new signs from Fast Signs yet
• Homeowner survey - going out later this week
  • Online form available as well
  • Collecting entries until end of November, then will compile some data
• Wants to post reminder about prowler in the area on website and FB to keep up visibility
  • Post about issues reported to keep neighborhood aware

 
Treasurer: John Chapman

• Template for reserve report found, will be working on a rough draft
• Check cleared for OR state treasury (was not showing paid online previously)
• Audit of financial books is no longer required by the insurance carrier for the HOA
  • Was in the past, wanted to make sure we were not out of compliance
  • Need to ensure compliance with bylaws, even if not required by Ins agency

 
Secretary: Josh Gavrich

• Digital document database in progress (scanning old documents and looking into possible storage solutions)
• Received a copy of the Articles of Incorporation from the state, will include in scans

 
Architectural:  Kevin

• A house on 95th was repainted without prior approval, looking into it

 
Safety:  Steve Schroeder

• Will follow up regarding safe routes to schools since schools are back in full time again
• Light posts 4 & 10 flashing
  • Unsure of lights in upper green space
  • Seems that the light issues start to occur when the weather turns colder

 
Board member elections coming in January meeting
 
Adjournment: Meeting adjourned by Neil Gavrich at 8:00pm
 
Next Regular Board Meeting:  January 4th, 2022 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.
 
Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
October board meeting and Annual homeowners meeting

Meeting Minutes – 10.5.2021
Location:  Virtual meeting  
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, , Kevin Quick, Steve Schroeder, Mike Brumbach, Khristina Powell
Board Members Absent:  Thomas Spathas, David Nachand 
Homeowners Present: Dave Blank, Shannon Chedester, Dave Gilman, Randy Flynn
Guests: None
Call to Order:  7:00pm by President, Neil Gavrich
Approval of Meeting Minutes: Board Meeting Sep 7th, 2021
A motion was made by Neil Gavrich to approve the Sep 2021 meeting minutes (with corrections as noted via email), 6 board members present approved, one board member against. Meeting minutes approved based on majority rules.
Homeowners Concerns:

• Covenant enforcement
• Concern about inconsistent enforcement of covenants (from Dave B)
• Recommends having log of past issues and resolution to show consistency
• Dave B requested a more formal definition of “political signs” be defined by the HOA as the rules and fines section is very open to interpretation
  
• Board to discuss post meeting and formalize to adopt at a later meeting
• Dave B had expressed concerns (via email) regarding legality of bylaw changes adopted in 2007 and has a copy of those bylaws (posted on website)
• Josh stated that the bylaws of 1979 had the same verbiage regarding how to make changes to bylaws [in the future] and changes were adopted properly  
• Dave B requested original bylaws be sent to him
• Josh to send 1979 bylaws to Dave B

BOARD OFFICERS/COMMITTEE REPORTS 
President: Neil Gavrich

• The president motioned to vote for board members via electronic/voice vote (due to Covid restrictions in place).
• 6 board members in favor of motion, 1 board member against
• Motion passed
• Review of board member elections

Vice President: Khristina Powell

• Newsletters went out
• Prowler in the area
• Usually seen between 11pm-12am riding a bicycle
• Recommends adding details to the website and FB page to alert homeowners to keep eyes out for suspicious activity

Treasurer: John Chapman

• Roughly 86% of homeowner dues have been received so far, similar to previous years
• Homeowners >2 years in arrears will be followed up on
• Roughly $73k in the bank account
• Some of those funds will be used for larger projects in the green spaces

Secretary: Josh Gavrich

• Digital document database in progress (scanning old documents and looking into possible storage solutions)

Architectural:  Kevin

• A few small projects approved recently    
• 3 house paintings
• 1 window replacement project
• 1 retractable awning
• House remodel on Nancy Ct
• Still trying to work with Clay’s Tree service on evaluation of tree health

Safety:  Steve Schroeder

• Will follow up regarding safe routes to schools since schools are back in full time again
• New principal at Mount Scott may be more open to helping push the plan along
• His garage was recently broken into and bicycles were stolen (sometime in the night)

Covenants: Mike Brumbach

• Stolen mail was found discarded
• Letters sent out to houses with chickens and signs out of compliance 
• Follow up on chickens due to one homeowner responding they did not have any
• Need to follow up on the BMW with expired plates.
• Recommended having an in person meeting (outdoors) to hear concerns of neighbors
• Discussion to be continued after meeting about potential plans and/or a survey

Discussion about treasury and annual reporting:

• Mike B asked if the HOA files taxes (based on past experience with a non-profit)?
• Treasurer stated that the HOA does not file taxes nor does it pay property tax on the green spaces.
• Dave B stated he believes that is not in compliance with financial reporting of 94.550
• Dave G stated that the organization HAD paid taxes in/around 2007 time frame as some of the funds were held in high interest bearing CDs.
• Discussion between board members and HOA members about becoming compliant with financial reporting
• Possibility to hire outside CPA firm to assist 
• Would need to find out how much it would cost
• Steve stated he has concerns about the time needed to review laws and such to ensure compliance (and that board members are not CPAs)
• Khristina stated we should assess where the HOA is (compliant or not) and then move forward with an action plan to address issues
• Randy asked what are the consequences of non-compliance
• No one in attendance is knowledgeable about consequences
• Neil motioned to approve a subcommittee to study the potential concerns
• Motion seconded; all board members approved

Board member elections:

• 3 open positions (VP, Environmental, General board member)
• Neil nominated Khristina for a second three year term
• Neil nominated David N for a second three year term
• Neil nominated Randy Flynn for first 3 year term
• All nominations approved via electronic / voice vote [due to virtual meeting]
• Board member positions to be voted on during January meeting

Political signs definition:

• Per homeowner request the board discussed, outside the meeting via email, what makes a sign a political sign for purposes of covenant enforcement. Definition for political sign included below.

​

• A sign which:
• Includes the name or likeness of a candidate for office in a federal, state or local election, or
• Includes the number, title, or reference to a ballot measure in a federal, state or local election, or
• Includes a campaign slogan or logo of a candidate for office or ballot measure in a federal, state or local election, or
• Includes a name, campaign slogan, or logo of a political party, or
• References a specific political election, by year, candidate, position, slogan, or party, or
• Is clearly intended to promote voting in a specific manner in any federal, state or local elections.

Adjournment: Meeting adjourned by Neil Gavrich at 8:01pm
Next Regular Board Meeting:  November 2nd, 2021 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.
Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
Meeting Minutes – 7.6.2021
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, , Jonathan Chapman, , Kevin Quick, Steve Schroeder, Mike Brumbach
Board Members Absent:  Josh Gavrich, Khristina Powell, Thomas Spathas, David Nachand
Homeowners Present: None
Guests: None

Call to Order:  7:03pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting June 1st, 2021

• A motion was made by Neil Gavrich to approve the June 2021 meeting minutes, all board members present approved.

Homeowners Concerns:

• None

BOARD OFFICERS/COMMITTEE REPORTS
President: Neil Gavrich

• Recent call from house on 93rd, Two houses (one on 93rd, one on Stevens Dr.) to be looked at for potential yard maintenance letters. Neil to investigate and report to the board.
• Van was stolen on Stevens Ct. Info posted to HOA Facebook page and emailed to board members for awareness.
• Realtor reached out with compliments on usefulness of HOA website and realtor info packet.
• Neil asked the Fire department about community room use for September meeting.

 
Vice President: Khristina Powell
Not Present.
 
Treasurer: John Chapman

• Dues payments are tracking with prior years receipts. Two houses which were 2+ years behind recently brought their balance current,
• John to research vendors for green space fuels reduction.
• John to send letter to house on 96th with election sign reminding them of covenants and asking sign to be removed.

Secretary: Josh Gavrich
Absent. Josh provided minutes of June board meeting for review via email ahead of meeting

Architectural:  Kevin

• 3 Tree removal requests, 1 approved, 2 pending follow-up info from home owners
• 4 repainting requests, all approved

Safety:  Steve Schroeder

• Fire inspection report looks good and all present agreed it was accurate to the visit with fire department. Contacted Tony Pranger, from prior Elkhorn report work, no availability to quote effort until fall. Contacted state forest service for referrals, awaiting feedback. John to assist looking for vendors.

Covenants: Mike Brumbach

• No major actions recently. Will contact house on 100th about dead fir tree again.

           
Adjournment: Meeting adjourned by Neil Gavrich with consent of all present
 
Next Regular Board Meeting:  September 7th, 2021 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.

Scott Mountain Homeowners Association
Meeting Minutes – 6.1.2021
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Kevin Quick, Steve Schroeder, Khristina Powell
Board Members Absent:  Thomas Spathas, David Nachand, Mike Brumbach,
Homeowners Present: Chuck Zwick, Chris Duffin
Guests: None

Call to Order:  7:01pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting May 4th, 2021

• A motion was made by Neil Gavrich to approve the May 2021 meeting minutes (with previously emailed corrections); all board members present approved.

Homeowners Concerns:

• Chris: Large improvement / Remodel (plans submitted early May to the board). Discussion about vehicle lift being installed in lower garage portion (to be used for personal use, not commercial). Discussion about timeline of construction. Chris hoping to finish this year, but still waiting on permits to begin moving forward on parts of the project. Board approved tentative design. Will continue to keep in touch with Architecture chair during process
• Chuck: Issues with lights being damaged - video sent to board of one instance of person walking through his property. Wanting to install a black chain link fence to keep people out of his yard. Board approved install of fence

 
BOARD OFFICERS/COMMITTEE REPORTS
President: Neil Gavrich

• Not enough time to report

 
Vice President: Khristina Powell

• Not enough time to report

 
Treasurer: John Chapman

• Roughly $19k in dues paid so far (better than previous years)

 
Secretary: Josh Gavrich

• Path lights to be replaced this week (Josh to follow up and make sure)

 
Architectural: Kevin
Multiple requests since past meeting:

• 7 cherry trees requested to be removed on house on 99th. Homeowner does intend to replace “some” trees, but wants to remove “non-native” ones

 
Safety:  Steve Schroeder

• Meeting with Fire Department about green spaces. Fire department assessment is that our green spaces are predominantly well positioned if a fire exists in the area. Tree limbs <10 ft from ground should be removed. Cleanup of ground cover looks good, but picking up broken branches and leaves would help to suppress fires. Ferns (which we are abundant with) are great due to fire resistant nature. Worst area is SW end of east woods (very overgrown). Steve to look into some companies for helping us clear out the area (limbs, ground cover, etc). Steve to write up a blurb to communicate on the website and facebook about the fire department assessment.
• Discussion about a flashing stop sign. Neil to do some more research and find ones that Happy Valley uses so we can match those.

 
Covenants:

• Not present

           
Adjournment: Meeting adjourned by Neil Gavrich with consent of all present at 7:40pm
 
Next Regular Board Meeting:  July 6th, 2021 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.

Scott Mountain Homeowners Association
Meeting Minutes – 5.4.2021
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Kevin Quick, Steve Schroeder, Mike Brumbach

Board Members Absent:  Thomas Spathas, David Nachand, Khristina Powell

Homeowners Present: Dr Karnell McConnell-Black

Guests: None

Call to Order:  7:00pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting April 6th, 2021
A motion was made by Neil Gavrich to approve the April 2021 meeting minutes; all board members present approved.

Homeowners Concerns:
 
BOARD OFFICERS/COMMITTEE REPORTS

President: Neil Gavrich

• Tree cutting on 99th. John received follow up regarding trees from the tree service (not an arborist). Trees were described as 2 of 3 being dead. A neighbor also followed up with John, expressing concern regarding the trees. No fine will be imposed based on this, but John will follow up with the homeowner about reasons that approval needs to be obtained ahead of time.
• House on 96th with pitch issue. Arborist is assisting so homeowner is not removing, but will trim to keep tree alive and healthy
• Dead deer in the woods - actually on Emmert property off the end of 102nd - Emmert has been contacted twice and should be removing.
• Yard waste bins - Mostly fine, exception on 93rd Ct. David will follow up with Waste Management about the mixup.

 
Vice President: Khristina Powell

• Not present

 
Treasurer: John Chapman

• Invoices going out this week.
• Reported we have 3 houses in foreclosure in the HOA

 
Secretary: Josh Gavrich

• Josh to follow up with the electrician on the flashing light at King and 98th (only one at this time). Electrician reported not having lights due to lead time.
• Josh to follow up regarding the life of bulbs and if we have the wrong bulb for the application. Did not receive spec sheets from electrician.

 
Architectural: Kevin

• Multiple requests since past meeting:
• Some approval were for simple projects - exterior lighting, painting, retaining wall installation.
• House on Gia Ct approved for tree removals
• 7 cherry trees requested to be removed on house on 99th - Kevin to follow up.

 
Safety:  Steve Schroeder

• Discussion about a flashing stop sign (we had researched before, John to look into it again). People driving fast and not stopping all along 99th. Increased traffic with school in hybrid. Neil to do some research and find ones that have motion sensors so they are not flashing constantly.
• Contacted the fire department about looking at the green space in the future to assess fire hazards in the area.

 
Covenants: Mike Brumbach

• House on Stevens Ct - trash on outside of house - following up
• 2 houses on 100th Dr - dead trees on property
• New signs - quotes from Fast Signs sent out previously
• Will follow up with other vendors to see about alternate designs. One vendor did not provide quote at this time.
• House with chicken coop on Stacey Ct - Mike to follow up

           
Adjournment: Meeting adjourned by Neil Gavrich with consent of all present at 8:00pm
 
Next Regular Board Meeting:  June 1st, 2021 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.

Scott Mountain Homeowners Association
Meeting Minutes – 4.6.2021
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Khristina Powell, Kevin Quick, Steve Schroeder

Board Members Absent:  Thomas Spathas, David Nachand, Mike Brumbach, Greg Giuliano

Homeowners Present: Vitzah Santilli

Guests: None

Call to Order:  7:00pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting March 2nd, 2021

• A motion was made by Neil Gavrich to approve the March 2021 meeting minutes, with correction to attendees; all board members present approved.

Homeowners Concerns:

• Vitzah wanted to know about recommendations for tree removal services. Still has one tree on property that needs to be removed, but previous company would not take care of it.

BOARD OFFICERS/COMMITTEE REPORTS

President: Neil Gavrich

• Tree cutting on 100th Dr. - Letter from homeowner and tree service regarding health of trees and needing to remove. Approval from the board after the cutting down.
• Tree cutting on 99th - No follow up from the arborist or homeowner yet. Potential to measure and fine for infractions. John to follow up on both
• Topic from last meeting, new HOA signs. Neil to look into vendors and follow up with Michael on quotes.

 
Vice President: Khristina Powell

• Newsletter draft being put together weekend after meeting. Just needs to verify dates regarding the yard waste bins (David to provide).

 
Treasurer: John Chapman

• John will prep invoices and they will be ready before the next meeting (since the dues will be printed in the newsletter). 
  
• John will get stamps to Khristina for the newsletter, to provide to copy vendor.

 
Secretary: Josh Gavrich

• Josh to follow up with the electrician on the flashing light at King and 98th (only one at this time).
• Josh to follow up regarding the life of bulbs and if we have the wrong bulb for the application.

 
Architectural: Greg and Kevin

• Update regarding trees in the east woods
• Work conducted by Clay’s Tree Service
• Working on a document for a color “palette” so we can easily reference colors and exterior look of houses in the neighborhood for approvals when people present changes.
• Discussion about a list of “tree vendors” for people to contact for work on trees (recommendation, not requirement)
• Two tree removal requests came in before meeting. Greg and/or Kevin to follow up
  • King Way - owner says it is impacting driveway
    
  • 96th - Need to get more info from homeowner

 
Safety:  Steve Schroeder

• Discussion about a flashing stop sign (we had researched before, John to look into it again). People driving fast and not stopping all along 99th. Increased traffic with school in hybrid.

 
Covenants: Mike Brumbach

• Not present

               
Adjournment: Meeting adjourned by Neil Gavrich with consent of all present at 8:00pm
 
Next Regular Board Meeting:  May 4th, 2021 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.

Scott Mountain Homeowners Association
Meeting Minutes – 3.2.2021
 
Location:  Virtual meeting 
 
Board Members Present:  Neil Gavrich, Josh Gavrich, Jonathan Chapman, Khristina Powell, Mike Brumbach, Greg Giuliano, Kevin Quick, Steve Schroeder

Board Members Absent:  Thomas Spathas, David Nachand

Homeowners Present: Dave Gilman

Guests: None

Call to Order:  7:00pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting February 2nd, 2021
A motion was made by Neil Gavrich to approve the February 2021 meeting minutes, with previous corrections [via email], all board members present approved.

Homeowners Concerns:
Housing development update, between Hillcrest and Causey

• Approx 3:1 housing units compared to our development
• Intend to install speed bumps to slow down traffic
• Parking limitations do not seem to be a concern to the developers

BOARD OFFICERS/COMMITTEE REPORTS

President: Neil Gavrich

• Tree cutting on 100th Dr. Kevin followed up with homeowner, no report from arborist yet. Potential to measure and fine for infractions
• Tree cutting on 99th (reported just before meeting). No follow up from the arborist or homeowner yet. Potential to measure and fine for infractions
• John and Mike to follow up on both
• Side note about availability and cost for arborists, can be lengthy and costly for homeowners. May need to evaluate based on site survey in cases of trees causing damage or otherwise, to remove without arborist reports.
• Roof replacement on 100th Dr. Board not informed ahead of time, but may be due to recent ice storm issues
• Roof replacement on King Way. Board not informed ahead of time, but seems to be right after storm.  Josh to follow up
• Yard waste bins, need to pull them in earlier due to tree debris from ice storm. Need to vote on the budget in order to publish in the newsletter prior to invoicing

 
Vice President: Khristina Powell

• Newsletter reminder as it is coming up soon
• Looking for quick bio of the board members so people can get to know them better, build community more.

 
Treasurer: John Chapman

• Discussion regarding the forecasts for next year expenses. Plan presented to with reduce dues to $100 or keep them at $110 per year (pay for future projects)
• Motion made to approve budget with annual dues at $110 per year. All board members present voted in favor.

 
Secretary: Josh Gavrich

• Lighting issues from last meeting were addressed with Stoner Electric. New light is flashing now. Stoner is working with the manufacturer to look at what is causing lighting issues / short life. Potential that the lamps may be too close to the base and overheating, but did not provide the “gap” that the lights need.

 
Architectural: Greg and Kevin

• Update regarding trees in the east woods. Contacted Clay’s Tree Service; booked out a few weeks due to storm cleanup. 3 trees to remove (and half of one that needs dealt with) up towards Champagne Lane (concern from homeowner). All board members present voted in favor of booking tree service and cleaning up the 3 + ½ tree.

 
Safety:  Steve Schroeder
Not present
 
Covenants: Mike Brumbach

• Follow up regarding HOA signs (current wooden ones on 92nd and 99th). Quote from FastSigns came back at $700 for signs and $600 for install. Still waiting on a quote from Ramsay signs. Discuss at the next meeting and look at the budget for replacement.

               
Adjournment: Meeting adjourned by Neil Gavrich with consent of all present at 7:40pm (meeting short due to virtual meeting time limitation)
 
Next Regular Board Meeting:  April 6th, 2021 7:00PM, likely to be held virtually due to Covid-19. Normal meetings at the Fire Station to be conducted the first Tuesday of the month that follows, except in August and December when there will be no meeting.