Scott Mountain Homeowners Association
Meeting Minutes – 4.7.2020
 
Location:  Virtual meeting

Board Members Present:  Neil Gavrich, John C., Jonathan H. Steve Schroeder, Dennis Shaffer, Mike Brumbach, Josh Gavrich, Khristina Powell, David Nachand, Thomas Spathas
Board Members Absent:  None
Homeowners Present:, Sally Robinson, Jim Graham,
Guests: None.

Call to Order:  7:02pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting March 3rd, 2020
A motion was made by Neil Gavrich to approve the March 2020 meeting minutes, all board members present approved.

Homeowners Concerns:
Jim Graham brought forth a few issues

• Trailer on 98th Ct that has been parked for a few weeks
• Path lights on Kela Ct, all seem to be not working right now
• Grounds keeping and stewardship program and what efforts we have in place this year
  • Recommended “Mr. Tree” to help with staying in compliance

Sally Robinson

• Wants to install a walkway (brick or otherwise) in front yard near where she parks her car. Was concerned about the “flags” marking the utilities and when the project was moving forward
  • Potential electrical line work interference, recommended to hold off for now
  • Steve mentioned that it would be starting soon on 99th, but did not have full timeline of the project
  • Dennis will look into timing of the project

Spring Newsletter

• Khristina was finishing the draft and would send out soon after the meeting to finalize.
• Intend to send to FedEx once finalized for printing
• Khristina was going to check cost of having FedEx do all the work (print and send) given current Covid-19 efforts of stay at home orders.

BOARD OFFICERS/COMMITTEE REPORTS

President: Neil Gavrich

• Reported that we need to look at repair of one bridge in the east woods (emailed the board previously)

Vice President: Khristina Powell

• Drafting spring newsletter, to finish soon

Treasurer: John Chapman

• Reminder for annual dues to be included in the newsletter ($110/household).

Secretary: Josh Gavrich

• Informed everyone that the fire station had emailed about the use of the fire station being delayed until June 1, 2020 at a minimum, so the next meeting would likely have to be held virtually as well.

Architectural: Dennis Shaffer

• Will review current state of bridges (Dennis put the bridges together many years ago)
• Someone had mentioned needing a new bridge off of Kela Ct (Dennis to look into it)
• Approvals for projects:
• Shed on Derek Ct
• Fence extension (100th and 99th neighbor)
• Replace existing fence on 93rd Ct (Thomas’ neighbor [Jim])

Environmental: David Nachand

• Reported that he has not had any new companies bidding for the green space grounds keeping, many companies simply are not interested. Will look into Mr Tree (contact with Jim Graham) to see about maintenance.
• Yard waste bins scheduled and info put into the newsletter.

Safety:  Steve Schroeder

• Reported about the impending electrical work starting soon in the neighborhood.

HOA Website: Thomas Spathas

• Website is current and regularly updated

Adjournment: Meeting adjourned by Neil Gavrich with consent of all present at 7:40pm

Next Regular Board Meeting:  May 7th, 2020 7:00PM 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 – 3.5.2020
 
Location:  Fire Station, 9339 SE Causey 

Board Members Present:  Neil Gavrich, John C., Jonathan H. and Steve Schroeder.
Board Members Absent:  Josh Gavrich, Khristina Powell, David N.
Homeowners Present: Dennis Shaffer, Mike Brumbach, Rueben and Ester, Jeff Duhkroop
Guests: None.

Call to Order:  7:08pm by President, Neil Gavrich

Approval of Meeting Minutes: Board Meeting February 4, 2020
A motion was made by Neil Gavrich to approve the February 2020 meeting minutes, seconded by John Chapman and all board members present approved.
Thomas to post on HOA website

Homeowners Concerns:

• Deli Sign - Thomas reported via email that the situation seems to be resolved. The homeowner with the sign had some questions for Josh as Architectural chair last week.
• Political Signs - They are allowed with certain restrictions as listed in covenants
• From Covenants: Signs - No signs shall be erected or maintained on any lot (excluding Scott Mountain entry-way signs) except that not more than one “For Sale” or “For Rent” sign placed by the Owner, the Declarant or by a licensed real estate agent, not exceeding twenty four (24) inches high and thirty-six (36) inches long, may be temporarily displayed on any lot, and except one professional sign of not more than three square feet which must comply with Clackamas County sign ordinances
• From Rules and Fines: Political signs not to exceed 3 square feet may be posted for a reasonable period not to exceed 60 days prior to an election and must be removed immediately following the election
• 10121 SE 100th DR - Dead tree and vehicles in disrepair. John to send Jonathan name and specific covenants being violated. Jonathan to send a letter.
• White Ford pickup parked on Gia Court - Jonathan to send letter requesting this be moved in 7 days or less, or else it will be reported to Clackamas County for towing
• House at 99th and 100th - Work truck parked in side driveway, inviolation of covenants. Should be behind a fence or other appropriate screen. Jeff was present at the meeting and reported he is working on a parking spot for this at his business and it won’t be here consistently much longer. Considered resolved.
• Jeff Duhkroop requested approval to extend the fence in front of his house. To be reviewed by Josh or Dennis for approval.
• Ruben and Ester (99th and Stevens Way) have a tree in the back of the house that is leaning and they want permission to remove it. They planted this tree in 1977. Josh had looked at this previously but did not provide a final ruling. Josh or Dennis to review and make determination.
• Entry sign - Mike commented the sign on 99th looks like it could be refreshed. This is despite it being painted last year. Board to monitor and determine if we should get new signs this year.

• Landscape contractor bids - David reported by email that he has additional bid incoming
• Spring Newsletter - Khristina reported by email that she has started drafting spring newsletter, looking for inputs. Newsletter needs to be delivered by April 02, per the bylaws.
• Spring Dumpsters - Neil to determine when spring dumpsters should be placed and coordinate with David to order dumpsters.  - Proposed date of May 15th-18th, to be confirmed by board and published in Spring newsletter.

BOARD OFFICERS/COMMITTEE REPORTS
President: Neil Gavrich

• Answered a few call this month and put together agenda

Vice President: Khristina Powell

• Drafting spring newsletter

Treasurer: John Chapman

• John provided Neil a detailed accounting for President’s annual audit
• Neil to conduct an audit.
• John provided overview of last year’s spending (see attached) and recommended setting of Annual Dues for 2020 at $110 per household, Neil seconded and all board members approved.
• At $110/ house with 249 houses and assuming 92% payment rate (based on historical data), expected income from annual dues is $25,199

Architectural: Josh Gavrich 

• Not Present

Safety:  Steve Schroeder

• Nothing to report

HOA Website: Thomas Spathas

• Not Present

Home Owner Participant/Eagle Landing/CPO: Nancy Hall

• Not Present

BOARD MEMBER AND OFFICER ELECTIONS

• Dennis and Mike Brumbach were each appointed to the board unanimously to fill the open board seats. This brings Board member count to 9 as directed by covenants.
• Neil to determine terms for new board members
• Josh to update Roster
• Thomas to add new members to website and email list

​

Officer elections

• Neil made a motion to hold officer elections tonight, despite the absence of three board members. Josh and Khristina had both expressed their support of this, and their preferences for officer positions in prior emails. John seconded this motion and all board members (including newly appointed members) concurred.
•  Individual nominations and votes were taken for each of the board positions and the following officers were elected for 2020 unanimously (including newly appointed members)

President: Neil Gavrich
Vice President: Khristina Powell
Treasurer: John Chapman
Secretary: Josh Gavrich

Adjournment: Meeting adjourned by Neil Gavrich with consent of all present.
Next Regular Board Meeting:  April 7th, 2020 7:00PM at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting.  

​Scott Mountain Homeowners Association
Meeting Minutes – 2.4.2020
 
Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Josh Gavrich, John C., Jonathan H. and Steve Schroeder.
 
Board Members Absent:  Neil Gavrich, Khristina Powell, David N.
 
Homeowners Present: Dave Gilman, Nancy Hall, Ron + Pam Cunningham, Sara + Jeff Duhrkoop.
 
Guests: None.
 
Call to Order:  7:04pm by Architectural Chair, Josh Gavrich
 
Approval of Meeting Minutes – Board Meeting January 7th, 2020
A motion was made by Josh Gavrich to approve the January 2020 meeting minutes, seconded by John Chapman and all board members present approved.
 
Homeowners Concerns:
 
Deli Sign on 93rd Ct - Jonathon sent a letter and the homeowner was going to take it down. Heated discussion now with his neighbor (Ron Cunningham). Ron is very upset due to threats from his neighbor (the person with the sign). Thomas will talk with the neighbor and the outcome will likely be a letter giving him until 2/18/20 to remove the sign. Ron also mentioned that there is a bright light now installed to light up the sign. Board members will verify about the light and address that if the problem exists.
 
Sara and Jeff Duhrkoop - Welcomed them to the neighborhood. They replaced their chimney on the house recently (moved in mid December). Discussed the need to contact the HOA for future changes (friendly notice).
 
Path lights - Reported that all are out in Jim’s area [Derek to Kela]. Light 10 might be out near King as well. Josh will contact James to ask about who to talk with at Parkin and Stoner (contact points for repair and service from previous installs).
 
John Chapman’s neighbors talked to him about a house (on 100th Dr) where they have had trash out for days past pickup (just bags). John H will send a letter.
 
Regarding the man who walks his dog using a lawnmower is using paths to move between streets and is disrupting other dog walkers due to his speed. John H will write a letter and tell him that the paths are for foot traffic only and that he needs to be cognizant of others when walking his dog, slow down around other dog walkers.
 
 
 
BOARD OFFICERS/COMMITTEE REPORTS
 
Treasurer: John Chapman
 
- Update on 10540 SE Stevens Way; in arrears for 8 years is going into foreclosure
- Currently have 3 houses >5 years in arrears
 
Architectural: Josh Gavrich 
 
- Only architectural request was for removing small trees (James, former Secretary). Approved.
 
Safety:  Steve Schroeder
 
- Truck parts from the house at the end of Stevens Way (next to elementary school) are all gone, semi not parked on the street for now.
 
HOA Website: Thomas Spathas
 
- Nothing to report
 
Home Owner Participant/Eagle Landing/CPO: Nancy Hall
 
- Happy Valley meeting for Eagle Landing - approval for the design review for “building 4” [behind Eye Med].
      - New Hope was sold to the Vietnamese Community Catholic starting 5/1/20.
 
- CPO meeting 2/3/20 - The CPO chair is retiring. Dave Gilman is to be vice chairman.
- CFD spoke about the Heavy Rescue arm (at our Fire Station).
- Census folks spoke as well about registering to vote and positions available (some paid, some volunteer).
- Volunteer connection - help people with mobility issues, transportation, etc.
 
GENERAL BUSINESS
 
Adjournment: at 8:02pm by Josh Gavrich for the regular monthly meeting. 
 
Next Regular Board Meetings:  March 3rd, 2020 7:00PM at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting.   

Scott Mountain Homeowners Association
Meeting Minutes –2020.01.07
 
Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, Khristina Powell, Josh Gavrich and Steve Schroeder.
 
Board Members Absent:  John C., Jonathan H., David N. only able to stay for 15-20 min.
 
Homeowners Present: Jim Graham.
 
Guests: None.
 
Call to Order:  7:01pm by President, Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting November 5th, 2019 

• A motion was made by President Neil Gavrich to approve the November 2019 meeting minutes, seconded by Khristina Powell and all board members present approved.

 
Jim Graham Comments:
Path lights:

• Path lights out, flashing - all noted 2 to 3 weeks ago
• Stoner was contacted regarding possible burnt out light, unsure if they came
• #14, #15 lights reported pre Christmas
• Neil to follow up if Stoner did come to fix
• Above issues from mid-December
  

HV news article

• From HV newspaper, City Arborist, Leslie Gover, goes to HOAs, gives advice on trees - possibly invite to a meeting for stewardship of communal green areas
• Perhaps meet with HOA ahead of time (Jim and/or other members)
  

 
Utility company flags

• Noted yellow and red flags, chalk lines, red paint
• WES/PGE involved, multiple utility trucks noted on SE Stevens and 99th Dr
• Data collection only, no schedule for when work will begin or sequence
• Work to be done on underground power cables via manhole covers only (no excavation) - cables affected when water runs under
• Rewiring entire grid - 1 to 2 year project
• Website "OneCall" - utilities work notification site

  
BOARD OFFICERS/COMMITTEE REPORTS
  
President: Neil Gavrich

• James resigned, 2 vacancies
• Defer voting for officers on Feb meeting (can potentially default to same positions)

 
Vice President: Khristina Powell
 Regarding Christmas lighting voting

• 15+ votes
• Availability to still vote after Christmas Day - what day should be cutoff?
• Plan to keep all current categories (even with potential overlap)
• Plan to continue with $50 gift cards for winners - Khristina already reimbursed, will bring receipt to Feb meeting
• For 2020, additional ballot box closer to Stevens?

 
Architectural: Josh Gavrich 
Nothing to report
 
Safety:  Steve Schroeder

• Asphalt issue ongoing, cracks, stumps in King & Nancy's Woods have pushed up asphalt - follow up with David
• Homeowner complaint about no appropriate ADA access for scooter behind Jim's house - encouraged to do research, come to an HOA meeting
• Sign on paths - "Caution:  Uneven surfaces throughout path", add dog poop bags

 
HOA Website: Thomas Spathas

• Add a FAQ section on website

 
Home Owner Participant/Eagle Landing/CPO: Nancy Hall

• Eagle Landing design review hearing rescheduled for Jan 29 @ HV City Hall
• Ongoing traffic study
• Sunnyside Rd. - redo the bridge, will have 1 less lane (there is website with construction updates)
• CPO meeting - needs a new President, next meeting 1st Mon Feb.

 
GENERAL BUSINESS
 
Adjournment: at 7:54pm by Neil Gavrich for the regular monthly meeting.  
 
Next Regular Board Meetings:  February 4th, 2020 7:00PM at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting.  

Scott Mountain Homeowners Association
Meeting Minutes – 11.5.2019
 
Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, John Chapman, James Allen, Josh Gavrich, Jonathan Handsaker, and Steve Schroeder.
 
Board Members Absent:  Khristina Powell & David Nachand.
 
Homeowners Present: Janet Wolff and Reno Reyes.
 
Guests: None.
 
Call to Order:  7:02pm by President, Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting October 1st, 2019 

• The Board members had the draft minutes available by email. A motion was made by President Neil Gavrich to approve the October 1st 2019 meeting minutes based on a few changes, seconded by John Chapman and all board members present approved.

 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich:
 
Agenda:

• Approval of the October Minutes.
• Homeowner concerns.
• Path Light. Kings Street Commons (Nancy’s Wood’s) #5 pole out. Contact Stoner Electric on this issue.
• Pop-up on 98th. Ct. Driveway. Has been removed. Sign accepted as it appears educational.
• Steven Ct. houses.  Basketball hoop on HOA path.
• Trash Cans. Leaving trash cans out longer than a day or so is not within the covenants.

 
Others.

• Board member/ Committee reports:
• Asphalt Quote. One quote came in at $35,000 to replace all Asphalt paths in Nancy’s Woods (King Street Commons) and Paths between Derrick and Kela Court. Pass on this one.
• Tree on 96th. All board members agreed to deny the request to remove the tree.
• East Woods. Dog waste in paths. Two Trees down. Neil and Josh said they would clear the trees.
• Landscape Maintenance concerns. Appears C. D. E. F. G. and H have been the main concerns.
• 9th Board Member. Now Recruiting!

• Homeowner concerns: Janet Wolff had concerns over yard debris in paper bags being put into the yard debris dumpster on 96th Ct. Janet noted the yard debris dumpster on her court had been overfilled. When it was picked up by WM there was a big mess left behind which Janet and her guests cleaned up. James said it was him that had put the yard debris paper bags in that dumpster as the other dumpsters were full. James said he'd follow up with Waste Management.   

 
Board Member committee reports.
 
Vice-president: Khristina Powell: Absent.
 
Treasurer’s Report: John Chapman

• John said waste management invoices per dumpster, that was the issue with payment last month. John said he'd check on poop bag dispensers.

 
Secretary: James Allen

• Follow up to the October minutes: Parkin electric had a cancellation and was able to get out to Paths Derrick Court/Kela Court to repair the lights.
• Received a quote from Hal's Construction on new asphalt paths for Nancy's Woods and Path off Derrick Court/Kela Court. Suggesting we mark off areas for safety and wait until we have a slow down so we have more contractor options.
• Walked the HOA common areas with Jim Graham and looked at the landscaping scope of work. Noticed in Nancy’s Woods #5 pole light was out. Josh had mentioned warranty for the bulb. James is going to call Stoner Electric as they were the contractor that replaced bulbs a few years ago

 
Environmental Committee: David Nachand: Absent.
 
Covenant Compliance: Jonathan Handsaker

• Jonathan received complaints about a pop up being used as a carport. He contacted the neighbors and the pop up was removed. Jonathan said he would take a look at Steven court concerns and ask them to remove the basketball hoop from the sidewalk.

 
Architectural: Josh Gavrich

• Mr. Reyes at 10705 SE 93rd CT made some changes to his exterior remodel plans and presented those changes to the board. John motioned to approve, Josh seconded and all board members present approved.
• Josh removed a small maple tree in Nancy’s Woods that had broken off and was blocking the path.

  
Safety:  Steve Schroeder

• After board discussion on the asphalt that needs to be repaired or replaced, Steve said he would pick the areas that are in the most disrepair, and present to the board.

  
HOA Website: Thomas Spathas.
  
Nancy Hall, Home Owner Participant/Eagle Landing/CPO:

• Nancy gave the board the paint color numbers for the entry signs for future reference: Colors on the signs 0496 Cape Hope. 0500 Bowman Blue and 0498 wonder land.
• Nancy attended a final Eagle Landing meeting and noted it appeared as though they will be breaking ground after the 1st of the year.

 
Dave Gilman, Home Owner Participant.
 
GENERAL BUSINESS

Adjournment: at 9:00pm by Neil Gavrich for the regular monthly meeting. 
 
Next Regular Board Meetings:  January 7th, 2020 7:00PM at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting.  

Scott Mountain Homeowners Association
Meeting Minutes – 10.1.2019
 
Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, Khristina Powell, John Chapman, James Allen, Nancy Hall, Josh Gavrich, Steve Schroeder and Dave Nachand.
 
Board Members Absent:  None.
 
Homeowners Present: Robert Robinson, Dave Gilman and Jim Graham.
 
Guests: None.
 
Call to Order:  7:03pm by President, Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting September 3rd 2019 
The Board members had the draft minutes available by email. A motion was made by President Neil Gavrich to approve the September 3rd 2019 meeting minutes based on a few changes, seconded by James and all board members present approved.
 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich:
Agenda:

• Annual meeting - election of board members. Neil, Nancy and Josh are at end of term. Neil and Josh are eligible to be reelected, only having served 1 term to date. Nancy has served two terms, appointed Nov 2013, re-elected Oct 2016, so is not eligible per Article IV paragraph 3. If there are no other homeowners wishing to be board members, and Nancy wishes to continue as a board member, I will motion to suspend that rule of the bylaws and elect Nancy to a third term.
• Sign on 99 - Fine waiver due to mailing: Yes, as the owners contacted two members of the board. 
• Trash cans. Next month.

  
Home Owner concerns:
 

• Robert Robinson - Asked about PGE outages, Neil said PGE was upgrading our wiring throughout the HOA. Asked about several paths that are a trip hazard.
• Rob Powell - Had discussion with the school about playing on school grounds after school. Was OK then Rob was told no playing until after 4. Neil suggested discussing it further with the school district as this is not a HOA issue.
• Jim Graham - Jim noted he had contacted PGE about 3 pole lights that were out. PGE came and replaced the lights.
• Special note - Newsletters were delivered ~ 9/20 which met the requirement of ten day notice per the bylaws, Article III, paragraph 3.

 
Board Member committee reports.
  
Vice-president: Khristina Powell

• Completed the Fall Newsletter.
  
• Neil gave Khristina control of the board for elections. Khristina motioned to nominate Neil Gavrich to another three year term, John Chapman seconded and all other board members present voted yes. John Chapman nominated Josh Gavrich to another three year term, James seconded and all board members present voted yes.

 
Treasurer’s Report: John Chapman

• John reported, Greenscape landscaping in July spent 3 days in Nancy's woods removing Ivy and black berries. In September they spent 4 days removing Ivy and black berries and spraying in the east woods.
• John also mentioned he received what appeared to be a double bill from Waste management and would check into it further.

 
Secretary: James Allen

• Provided the minutes from the 9.3.2019 meeting.
  
• James received a call from the owners on 99th about the hiring sign in the yard. The owners removed the sign. The board all agreed to waive the fine based on mailing address issues.
  
• Neil asked James to contact Parkin Electric to check into the path lights that are out between Derrick Court and Kela Court. Parkin scheduled for 10.22.19 in the afternoon or earlier if they have a cancellation. Josh said he may have an electrician that could get out sooner. 

 
Environmental Committee: David Nachand

• Dave said he was waiting to receive quotes on the common area maintenance. Dave also said he would order the fall dumpsters.

 
Covenant Compliance: Jonathan Handsaker

• Sent out letters to neighbors. Neil suggested going through the list of issues on the Kings Way rental to forward to the new management company.
  
• Jonathan said he had some touch ups to do on the two HOA signs he repainted.

 
Architectural: Josh Gavrich

• 10385 SE 97th – Painting of house – not approved - looks like repairs and painting was underway.
• 10787 SE 96th Ct – tree removal request – PENDING – approved, a stipulation of a TREE replacing it (not a small bush) – pending other members to look at it.                                         
• 10354 SE 97th – carport – approved
•  9831 SE King Way – house painting – approved
•  9851 SE King Way – house painting – approved
•  10637 SE  96th – cedar shake front face – approved
•  10011 SE 100th – hedges being fixed by PGE (damage when repairs to electrical were done)

  
Safety:  Steve Schroeder

• Steve thought it would be a good idea to look into a small pathway of gravel being installed on the HOA greenspace common area around Stevens road for kids to use after school. Neil agreed.

 
Eagle Landing/CPO:  Nancy Hall

• Nancy noted the no trespassing signs in Kings Way Street Commons (Nancy's woods) had been taken down. Nancy located most of them and said she will put them back up. Those notices are meant for non home owners.
  
• Nancy is ineligible for another term on the board per the bylaws.

Eagle Landing Report, Sept 2019
Eagle Landing has filed their Final Master Plan with the City of Happy Valley.  There will not be a public hearing, but comments are accepted until Oct. 4th.
 
Eagle Landing is proposing starting phase one by building on lot number 4, which is located at the SW corner of the site.  They will be building the hotel, some apartments and some retail.  They do not have a tenant for the hotel at this time. Not clear at this time the height of the buildings. They also will be building the entrance monument to the site which includes a clock tower.
 
There is an issue with the storm drain situation. A report by the company GeoDesign in the Drainage Report states that (pg.13): “Due to the presence of generally stiff silt soil with minimal sand and the potential for shallow perched groundwater during the wet season, it is our opinion that on-site infiltration at the site is not feasible and stormwater should be directed to municipal water systems.”  Eagle Landing has requested from Clackamas County a Stormwater Standard Modification Request due the above finding.  Eagle Landing owns the small parcel of land located directly north of the Office Depot store.  They propose to divert the stormwater from the Eagle Landing development to this site.  Unsure if there is already a stormwater detention pond there now or if they will be building one.  They must prove to authorities that they have authorization to use the parking lot at Office Depot to access their land – or provide access off of Bob Schumacher.
 
Eagle Landing is required to submit a new (auto) trip generation estimate to be reevaluated and approved by the City of Happy Valley and Clackamas County DTD prior to the issuance of the Final Master Plan.  This was a condition of approval as stated in Condition 48 when the Preliminary Master Plan was approved last year.  I did not see a new trip generation report included in the Final Master Plan so I am looking into this matter.  The only traffic report submitted was regarding sight distances at the entry/exit points at the site. 
  
Upcoming CPO Meeting:
 
The Sunnyside United Neighbors and West Mt Scott CPO meeting will be on October 7th, 7:00, at the fire station.  Topics will be:

• New proposed Clackamas County Courthouse
• Proposed regulation for short-term/vacation rentals in Clackamas County.
• Clackamas Regional Center Mobility Improvements Projects in Clackamas Town Center.
• Election of Officers and Board members.

 
Nancy Hall
 
HOA Website: Thomas Spathas
Absent.
 
Dave Gilman, Home Owner Participant

• Dave sent the board an email that New Hope Church had been sold, per his conversation with a church member, to the Asian Catholic church. From 800 members to 5000. Potential traffic issues.
  
• Dave also mentioned a tree that had fallen in the HOA common area around Derrick Court. Looks as though a section could be cut out and would be sufficient. Josh said he'd take care of it and Neil offered to help.

 
GENERAL BUSINESS
 
Adjournment: at 8:45pm by Neil Gavrich for the regular monthly meeting. Opened the annual meeting for elections at 8:46pm. Adjournment at 9:00PM.
 
Next Regular Board Meetings:  November 5th, 7:00PM at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting. 

Scott Mountain Homeowners Association
Meeting Minutes – 9.3.2019

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, James Allen, Nancy Hall, Josh Gavrich, Jonathan Handsaker, Steve Schroeder and Dave Nachand.
 
Board Members Absent:  Khristina Powell, John Chapman.
 
Homeowners Present: Thomas Spathas and Jim Graham.
 
Guests: None.
 
Call to Order:  7:06pm by President Neil Gavrich.
 
Approval of Meeting Minutes – Board Meeting June 4nd 2019 
The Board members had the draft minutes available by email. A motion was made by President Neil Gavrich to approve the July 5th 2019 meeting minutes, seconded by Josh Gavrich and all board members present approved.
 
Home Owner Concerns:  See below.
 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich:
Neil sent an email to Jonathan asking to send a letter requesting the neighbors with the now hiring sign in the yard to remove it as it is in covenant violation. Neil asked if Thomas could put SMHOA FAQ's for Real Estate and Escrow professionals on the website.
 
Neil motioned for board approval on the East Woods project removal of the invasive species, James seconded and all board members present approved.
  
Agenda:

• Approval of July minutes.
• Block Party feedback. All went well. The HOA bought two 2 x 10 pop up tents for future use. Two gift cards for $25.00 each were purchased as thank you gifts, seed money for the 50/50 raffle for Mt. Scott Elementary, which raised $30.00 for school supplies. .
• Holiday lights contest. Neil said he'd talk with Khristina about modifying the contest to four categories.
• Board member elections upcoming October meeting. Check on dates.
• Nancy's woods/East woods. Greenscapes completed Nancy's woods work, will start on the East Woods.
• Entry signs. Deciding on colors.
• Homeowner concerns:
• Gia Court tree. Didn't get approval. Sending letter as to why the tree was removed.
• Jim Graham. Discussed covenant violations & back yard burnings.
• Dogs. There have been several complaints over the summer about dogs barking all the time. The board suggest neighbors talk to dog owners. If the nusaince  continues contact Dog Control and or forward the address to the board with documentation such as dates, times, etc.
• Neighbor resolution. The board agrees that neighbors should talk to one another first to attempt to resolve disputes between them.
• Dave's boat. Not parked on the street. Dave's considering putting up a fence.
• Others.
•  Board member/committee reports  
• Newsletter
•  Firehouse access and cleanliness.  
• Fines
•  Others  

  
Vice-president: Khristina Powell

• Absent. Is planning for the Fall newsletter the end of September.

 
Treasurer’s Report: John Chapman

• Absent. Emailed report: Current bank account balance is $56,664, compared to $52,996 on September 3, 2018.
• 86% of the homeowners are current; 36 of the 249 homeowners are in arrears, four are more than 3 years behind.
• Two of the four homeowners that received the lien letter are currently paid up, the other two never responded and will have their liens recorded later in the month.
• Our current balance reflects that Greenscape has been paid for the work done in Nancy's Woods, and has received a 50% deposit for the 4 days of work they will be doing in the East Woods. 

 
Secretary: James Allen

• Provided the minutes for the July 2, 2019 meeting.

 
Environmental Committee: David Nachand

• Dave said he'd work on getting quotes for HOA landscaping & schedule the yard debris dumpsters for fall.

Covenant Compliance: Jonathan Handsaker

• Received a message from a neighbor about a tree being cut down on Gia Court. Forwarded the information to Josh. Sent out covenant letters.

 
Architectural: Josh Gavrich
Approvals for architectural review:

• 10729 SE 99th Dr - house painting.
• 10951 SE Steven Way - fence install and deck install.
• 10795 SE 93rd Ct - Driveway extension and new garage.
• 9841 SE King Way - Shed install in backyard.
• 10030 SE 100th Dr - Tree removal (dead roots) and driveway expansion.
• 10011 SE 100th Dr - Tree removal.
• 10385 SE 97th Ct - Painting house.
• 10011 SE 100th Dr - Fence replacement

 
Safety:  Steve Schroeder

• Steve said he would send Thomas safety info for the website in regard to back yard fires.

 
Eagle Landing/CPO:  Nancy Hall

• Nancy picked up paint color options for everyone to take a look at for repainting the two HOA signs. Nancy motioned to approve, James seconded and all board members present approved. For future reference the Brand is Miller Paint. Colors are 0500 / 4-18-1  " Bowman Blue" for the main body of the signs and legs. 0498 / 4-20-1   "Wonder Land"  for the lettering and edging around sign. 0496 / 4-22-1  "Cape Hope"  for the 'mountain' detail on sign. Jonathan Handsaker will do the work as previously approved. 

HOA Website: Thomas Spathas

• Thomas said he'd post SMHOA FAQS on the website for Escrow and Real Estate Professionals.

GENERAL BUSINESS
  
Adjournment: at 8:45pm by Neil Gavrich.
 
Next Regular Board Meetings:  Tuesday October 1st at 7 pm at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting. 

​Scott Mountain Homeowners Association
Meeting Minutes – 7.2.2019

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Khristina Powell, John Chapman, James Allen, Nancy Hall, Josh Gavrich, and Steve Schroeder.
 
Board Members Absent:  Neil Gavrich and Dave Nachand.
 
Homeowners Present: None.  
 
Guests: None.
 
Call to Order:  7:03pm by Vice President, Khristina Powell.
 
Approval of Meeting Minutes – Board Meeting June 4nd 2019 
The Board members had the draft minutes available by email. A motion was made by Vice President Khristina Powell to approve the June 4th 2019 meeting minutes, seconded by John Chapman and all board members present approved.
 
Home Owner Concerns: None.
 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich: Absent.

Vice-president: Khristina Powell
 
Agenda

• Welcome & Reflection
• June Minutes Review & Approval
• Block Party & Postcards
• Entry signs
• HOA board insurance details
• Bids on removing blackberries & Ivy from Nancy's Woods and the East Woods.
• Committee Chair Updates:
• Sidewalk Project, Steve.
• Covenants, next team walk around, Jonathan.
• Architectural, Recent submissions for approval.
• Eagle Landing/CPO, Nancy.
• Environmental, David.
• Web, Thomas.

 
Khristina noted she would send out postcards for the block party the 3rd week of July. The block party is scheduled for Saturday August 10th.
  
Treasurer’s Report: John Chapman

• 98th Court cleaned up, considering a monthly maintenance plan. John noted he will be filing a lien on a property that is several years behind in dues.
  
• Received bids on removing invasive ivy, etc., from Nancy's woods. This is a three day process by hand, focusing on areas on and around the trees. Total bid is $3,750.00. If the job the contractor does is acceptable, we will have the contractor bid the East woods.

 
Secretary: James Allen

• Mentioned the HOA entry signs from prior meeting discussions. Contacted two sign companies that weren't interested in repainting them. Board discussion followed.
• Provided the minutes from the June 4th 2019 meeting.

 
Environmental Committee: David Nachand
Absent.
 
Covenant Compliance: Jonathan Handsaker

• Jonathan noted he is planning a HOA walk later this month.
  
• Sent out several covenant letters, fines to follow from homeowners that haven't responded.
  
• Received complaints about barking dogs.
  
• Talked with Dave Nachand about a complaint he received in regard to his boat.
  
• Jonathan also offered to paint the entry signs. All board members agreed Jonathan should be paid for his labor of $150.00 per sign not including paint and other materials.   

Architectural: Josh Gavrich

• Josh approved Kevin Biseaius new driveway and tree removal.
  
• Responded to emails from homeowners
  
• Approved John Shorts driveway.

  
Safety:  Steve Schroeder

• Steve walked all the sidewalks that had been repaired, said all looked good.

 
Eagle Landing/CPO:  Nancy Hall
No new news to report.

HOA Website: Thomas Spathas
On vacation!
 
GENERAL BUSINESS
 
Adjournment: at 8:19pm by Khristina Powell.
 
Next Regular Board Meetings:  Sept. 3rd, 7 pm at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting. 

Scott Mountain Homeowners Association
Meeting Minutes – 6.4.2019

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, Khristina Powell, John Chapman, James Allen, Nancy Hall, Josh Gavrich, Steve Schroeder and Dave Nachand.
 
Board Members Absent:  None.
 
Homeowners Present:   Dave Gilman and Kevin Biseaius.
 
Guests: None.

Call to Order:   7:03pm by President Neil Gavrich.
 
Approval of Meeting Minutes – Board Meeting May 7th 2019 
The Board members had the draft minutes available by email. A motion was made by President Neil Gavrich to approve the May 7th 2019 meeting minutes, seconded by John Chapman and all board members present approved.
 
Home Owner Concerns:
Kevin asked the board about a fine he heard about. The board said the homeowner had been fined for one issue but had not asked for required approval on three different exterior projects.
 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich
Lost Home owners Ferret found across Sunnyside.
Block party, scheduled for Saturday August 10th at 5:00PM.
 
Agenda:
 
* Approval of the May minutes
* Sidewalk project
* Homeowner concerns
* 98th Ct yard
* Others
 
*Homeowner concerns.
Kevin Biseaius discussed his plans to put in a new driveway and possibly remove the pine tree as the roots from the tree have caused damage, and he's planning on painting his home. Josh said he'd stop by Wednesday the 5th. 
 
Board Member/committee reports.

Vice-president: Khristina Powell
Nothing to report.
 
Treasurer’s Report: John Chapman

• John noted $17,721 in dues have been paid including some that were behind. Left with no choice to lien some properties that are years behind.
  
• John also received a nice note from Mr. Chin about the dumpsters and cost ideas. The dumpsters were the lowest they had ever been to John's knowledge, suggested we give a few weeks notice to homeowners in the future.
  
• John also received another letter from 94th about the building they have for the trash/debris cans.

 
Secretary: James Allen

• Attended the Sunnyside CPO meeting on 6.3.19 for the purpose of short term rental meeting information. The information the County has gathered from these meetings throughout the county will be forwarded to the County Commissioners for review and further meetings possibly to follow.
• Sent Philip Kreins and Dave Nachand the Elkhorn report via email on 5.8.2019 as requested.
  
• Spoke with Thomas as to why Nancy wasn't getting the minute attachments, Thomas said could be an old version of word.

 
Environmental Committee: David Nachand

• Received a bid for 98th court tree and yard clean up $1200.00. Suggested a monthly maintenance plan. Attempting to get quotes from maintenance contractors.

 
Covenant Compliance: Jonathan Handsaker

• Sent letter to 93rd in regard to front yard concerns.
  
• Sent letter to home on Stevens way that Steve mentioned.

 
Architectural: Josh Gavrich

• Received emails from two homeowners on Nancy Court, one about a dead tree that needs to be removed and one about a new deck, will follow up this week.
  
• Also received an email about extensive projects at a house on 95th Court and will follow up with them this week.
  
• At 10147 SE 99th Dr. the following projects were approved. Beginning 5/20/19; Trex Decking in the back, Driveway Replacement and Extension, Replacing and widening existing stairway to the front door with concrete, New Sprinkler/Irrigation System, New retaining walls, Installing a french drain system and Regrading and replacing the front yard.

 
Safety:  Steve Schroeder

• Cement project to start 6.24-28th.
  
• Mike & Kay Hargrove had given Steve new roof samples, forwarded to Josh, Josh followed up and approved the roof.
  
• Steve also noted a house on Stevens Way needs yard maintenance.

 
Eagle Landing/Sunnyside CPO:  Nancy Hall
Nothing new on Eagle Landing. CPO Meeting June 3
 
County Commissioner Ken Humberston spoke about the Courthouse Replacement Project.  Part of the cost is being funded by the State, the County is unsure how they will fund remaining costs.  Possible funding through a bond issue. Mr. Humberston spoke briefly about the County budget and said out of the total 1.2 billion dollar budget, the County basically has spending control on 150 million.
 
Jamie Poole, Outreach and Technology Coordinator for Clackamas County, spoke about disaster management - in particular about earthquake preparedness.  She said citizens should prepare to have at minimum enough food, water, etc., to last 2 weeks.   Minimum water needed is one gallon per person per day. Emergency extra water sources are: the water heater and water in the back of the toilet. If you have pets, you need to prepare for them too. Also keep your documents available (copies?) for a quick exit.  She suggested having a contact person who lives out of state for family members to contact in an emergency because local phone service could be down.  Area emergency radio stations are:  91.5 and 101.1. Some websites of interest: regionalh20.org and emergencytoilet.org
 
A representative from NW Natural gas was there and spoke about earthquakes and gas lines.  In neighborhoods built in 1990 and later, NW Natural may have Excess Flow Valves installed that sense pressure or movement that would automatically shut off gas to those neighborhoods.  Homeowners in other neighborhoods can pay to install an earthquake shut off valve on their gas line.  Some of these valves can be tripped by other means and NW Natural will charge to come out and turn back on your gas.  However, a valve called the Northridge 2000 can be easily reset by the homeowner if it is accidentally tripped. One company that can install these valves is NW Seismic at 503-741-8311.  The NW Natural rep also mentioned that their company was 160 years old and that they get their gas from Canada and the Rockies.  Natural gas is lighter than air and Mercaptan is the substance that is put in the gas to produce the rotten egg smell - otherwise it's odorless.
 
Clackamas County Representatives were there to get feedback about short term rentals, such as AIRBBs.  The County may or may not put restrictions on these types of rentals.  Information gathered will be submitted to the Board of County Commissioners for further consideration.
 
 
HOA Web Site and Homeowner Participant: Thomas Spathas. Noted cars blocking of sidewalks on 96th court. Thomas asked about adding address request for emails that come through the site from Homeowners. All board members agreed that would be helpful.
 
Dave Gilman, Homeowner Participant asked about what work was being done on 99th and Idleman. PGE was replacing some boxes this year and the rest next year according to Mr. Biseaius who had discussion with the workers.
 
 
 
 
 
 
GENERAL BUSINESS
 
 
Adjournment: at 8:30pm by Neil Gavrich.
 
Next Regular Board Meetings:  July 2nd, 2019 at 7 pm at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting.  
 

Scott Mountain Homeowners Association
Meeting Minutes – 5.7.2019

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, John Chapman, James Allen, Nancy Hall, Josh Gavrich, David Nachand and Steve Schroeder.
 
Board Members Absent:  Khristina Powell.
 
Homeowners Present:  Philip, Shanti and Lincoln Kriens. Flavino Reyes and Eli Elder, Architect for Mr. Reyes. Dave Gilman and Jim Graham.

Guests: None.
 
Call to Order:  7:02pm by President Neil Gavrich.
 
Approval of Meeting Minutes – Board Meeting April 2nd 2019 
The Board members had the draft minutes available by email. A motion was made by President Neil Gavrich to approve the April 2nd 2019 meeting minutes, seconded by James and all board members present approved.

Home Owner Concerns:

• Philip and Shanti Kriens, Shanti mentioned they had pulled some ivy from trees. Philip asked for a copy of the Elkhorn Management plan, James said he'd email him a copy.
• Shanti offered to help in the upcoming block party in August.
• Jim Graham asked about the Elkhorn Management Plan and homes in covenant violation. See attached letter that went out with dues invoices.
• Dave Gilman asked questions about the exterior remodel on 93rd and mentioned he saw an article where the County was planning a meeting on short term rentals.

BOARD OFFICERS/COMMITTEE REPORTS

President: Neil Gavrich
Agenda:

• Dues envelopes. All board members and attendees stuffed envelopes.
• Approval of April minutes.
• Sidewalk/Curb project. This has been scheduled for June 24th-28th 2019.
• Electrical fixes.
• Landscaping contract updates.
• Block party. Scheduled for August. Neil motioned for 1,000.00 budget, John seconded and all members present approved.
• Quorum requirement discussion: Discussed that the bylaws do not provide a clear path to conduct official business outside of meetings. Board will continue to operate with the regular or emergency meetings being the official place of action. Email/phone discussions will be limited to regular committee business and carrying out previously approved projects and efforts.
• Homeowner concerns.
  • 98th Court yard.
  • 10705 SE 93rd Court architectural review.
  • 10002 SE 99th Dr. Happy Valley.
  • Others.

 
Board Member committee reports.
 
Vice-president: Khristina Powell
Khristina completed the Spring newsletter.

Treasurer’s Report: John Chapman
Prepared dues invoices. Involved with all discussions.
 
Secretary: James Allen
Noted that Josh had mentioned flickering lights in Nancy's Woods. Contacted Parkin to come back out. The bulb was replaced and wiring reversed. All seems to be working as of this date. The board agreed it makes sense to repair the pole signs over replacing the entire system.
 
Environmental Committee: David Nachand
Dave and John are going to be working on getting quotes for clean up on 98th CT as well as HOA common area landscape maintenance. Dave ordered yard debris dumpsters to be delivered in the same areas as last year.

• 100th Drive near 10246
• 99th Ave near 10312
  
• King Way near 10493
• Kela Place near 9911
• Gia Court near 9905
• 96th Ave near 10558
• 96th Ct. near 10757

 
Covenant Compliance: Jonathan Handsaker
Jonathan noted he sent letters out, heard back from one neighbor via email. Said he would call and talk with the neighbor. Involved in discussions.
 
Architectural: Josh Gavrich

• Josh approved a potentially dangerous tree to be removed on Kela Place. The owner noted the tree has leaned quite a bit over the last few years and roots are pulling up.
• Neighbors on 100th are planning interior remodel, should take a few months, may have more vehicles in the area during the project.
• Neighbor Mr. Reyes, on 93rd court is planning an exterior remodel. Submitted plans to the board and had his architect in attendance for any questions. John Chapman motioned for approval with the condition that final materials selections are approved by the Architectural committee, and any changes be submitted to the board. James seconded and all members present approved.

  
Safety:  Steve Schroeder
Steve received a cement quote from Mike’s Custom Concrete, LLC. Steve asked John Short’s opinion on the quote. John walked the areas and agreed the quote was fair. John Chapman motioned to approve the project, Neil seconded and all members present approved.
 
Eagle Landing/CPO:  Nancy Hall
Nancy mentioned she was unable to open minutes sent from James, had her tech check her computer, all checked out. James will check on this.
  
HOA Web Site and Homeowner Participant: Thomas Spathas. Corrected frozen email issues and tested all emails. All is working correctly.
 
HOA Covenant Letter:
The following letter was sent with the due’s invoices.
 
Dear Scott Mountain Homeowner,
      After much discussion the HOA Board has decided to focus more on covenant enforcement this year than we have in recent years. This is in order to help improve and maintain the look of our neighborhood, which we all enjoy. As volunteers and homeowners here ourselves we would prefer to not have to send any covenant violation letters, however we continue to see a number of violations that we feel need addressed.
   The Covenants and Rules and Fines can be found at http://www.scottmountainhoa.com/covenants--bylaws.html. As you can see, the requirements here, which we each agreed to when purchasing a home in the HOA are reasonable and relatively easy to comply with. 
      Board Members have recently started regular group walks of the neighborhood to identify house's in need of reminder or covenant violation letter. Our general procedure is to send a home owner a reminder letter and ask for them to correct the issue within 5 days. Fines can be assessed if the homeowner does not correct the issue in a timely manner and/or in the case of repeated violations. Our preference is really to not fine people and just have things corrected in a timely manner, and not become repetitious.
     Common violations we have seen on our recent walks and /or recent violations of significance:

• Trash cans are to be brought in within a day of pickup and placed off to the side of the house, preferably behind a fence if one exists.
• All removal of trees over 6" diameter at 5' height require HOA approval prior to removal. Fines for violation are based on diameter of stump and can be quite high. Please contact the Architectural committee if you need to remove a tree.
• Boats and RVs are to be parked in screened areas or garages. If you have a temporary need to park an RV or boat in driveway, please contact the HOA for approval.
• All exterior construction/remodeling, shed building, fencing and repainting and roofing changes requires Architectural committee approval. As long as your planned work fits in HOA's broad guidelines this is a quick and simple process.
• Yards and home exteriors should be kept in well maintained condition. 

 
 
    If you have any questions or concerns please reach out or come to one of our upcoming board meetings, 1st Tuesday of the month 7pm at Mt. Scott Fire Station. 

Thank you,
 

Scott Mountain HOA Board
 
 
 
 
 
 
 
GENERAL BUSINESS
 
 
Adjournment: at 9:00pm by Neil Gavrich.
 
Next Regular Board Meetings:  June 4th, 2019 at 7 pm at the Fire Station and each first Tuesday of the month that follows, except in August and December when there will be no meeting.