Scott Mountain Homeowners Association
Board Meeting Minutes – 04.07.2026
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, May 5th, 2026  
Board Members Present: Kevin Quick, Josh Gavrich, John Chapman, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Josh Gavrich
Homeowners Present: Dave Blank, Bill with Nancy Hall, Dave Gilman
Guests: None
Call to Order:  7:06pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the March meeting.
Homeowner Topics: None.
BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• William Stanley damage to light posts repaired satisfactorily.
• River Health Stewardship program (Clackamas County)
  • The RiverHealth Stewardship Program offers grants of up to $30,000 from Clackamas Water Environment Services to support community projects that improve watershed health. Funds can be used for activities such as removing invasive species, planting native vegetation, restoring streamside areas, and other efforts that improve water quality and habitat.
• HOA project name: Hillcrest Watershed Restoration Project
  • Ash Creek bid was received with expense line items, and matching funds from Ash Creek in the form of discounts.
    • See attached bid
  • On track to complete the grant application by the deadline.
• Home on Hillcrest (white fence) shares a long property line with HOA property.
  • Clay’s Tree service cleared dead overhang on April 4th and cherry tree overgrowth hanging over the landowner’s property line (history of cherry debris and downed limbs into their property).
    • The invoice for the project is expected soon.
  • Large Cherry Tree in Central Woods leaning heavily is approved for removal.
    • Kevin will meet with Clay’s Tree service on a plan to remove the tree at some point – date TBD.

 
Vice President: Josh Gavrich

• Nothing to add tonight.

Treasurer: John Chapman

• Wast Management huge overcharge dilemma continues.
  • Talks with WM continue - working to resolve significant billing errors from Fall of 2025.
    • Informed WM that the HOA will not pay the charges until the issue is resolved.
  • Been working with Recology and Clackamas County on approval for a territory variance.
    • Recology will need permission from Clackamas County to place bins in WM territory.
• Newsletter preparation
  • Yard Sale Weekend: Submit description for newsletter by 4/16.
  • President’s message.
  • Draft of Newsletter to be sent out for review in advance of final version and printing.
• Budget forecast 2026-2027 / 2027-2028 (copies available on request to [email protected])
  • 26/27 budget shows the asphalt project expense was one of the largest in HOA history.
  • 27/28 it is suggested that we skip the asphalt project for a year to conserve funds.
  • Treasurer (John) reviewed dues models, and the effect of a dues increase in order to keep up with annual expenses over the next two years.
  • President, Kevin reiterated that the agreed strategy is to keep only enough money in the accounts to satisfy the reserve rule and be prepared for emergencies.
    • To keep balances as low as reasonably possible while ensuring funds to maintain the spaces.
  • Vote: Whether or not to increase annual dues.
  • VP made a motion to increase annual dues to $165 house.
  • Treasurer, second the motion.
  • All board members present voted in favor of the minimal dues increase.
  • Vote: To approve budget for next fiscal year.
    • President made a motion to approve 26/27 budget.
    • VP second the motion.
    • All board members in attendance voted to approve the budget for 26/27.
• Received letter from homeowner on 93rd alerting HOA to an RV parked in the same place for weeks.
  • **A letter will be sent to the owner of the RV reminding them of HOA rules.
    • ** 5/5/26 correction: it was determined that the vehicle was not technically an “RV” and no letter will be sent.
• More complaints about a home on Stacey Ct. were received citing debris, boxes and general mess.
  • Another letter will be sent to the homeowner which will likely result in monetary fines being levied.
• Complaints about a home on King Rd. at 97th CT say the structure and yard are not being maintained.
  • A letter will be sent to the homeowner reminding them of the HOA rules.

“Each owner shall maintain the grounds and improvements of his lot in a clean and attractive condition, in good repair and in such fashion as not to create a fire hazard.” Covenants Declaration, Article IV, Section 4.1(1) Maintenance.
“All lots shall be kept in a neat and orderly condition, free of brush, vines, weeds and debris, and grass thereon shall be cut or mowed at sufficient intervals to prevent creation of a nuisance or fire hazard.” Covenants Article IV, Section 4.1(17)

Secretary/Environmental: Darrell Maxwell 

• Introduced the Ting device developed by Whisker Labs
  • A smart, DIY plug-in sensor by Whisker Labs that monitors a home's electrical network 24/7 to detect, locate, and prevent electrical fire hazards before they start. (See attached details and images)
• Yard Bins are planned for Friday, May 15th through Monday, May 18th.
• Hillcrest watershed restoration Project -   Ash Creek submitted a bid to work the project.

Architectural: Kevin Quick

• Received word from a homeowner that a home near 99th is planning a senior care or adult family home – which is prohibited by HOA Covenants. 
  • Kevin spoke to the property owner who states he plans to move into the home with his family soon.
• A home on Stevens Wy will repaint – approved.
• A home was approved for an oak tree removal based on arborist opinion.

 
Covenants: Empty seat.
Safety: Kathyn Barenbrugge

• Noted that a home on Kela Ct. has installed new windows, roof and painting – looks nice.
  • Unfortunately, they didn’t alert the Architecture Committee prior to doing the work.

“In the case of minor additions or remodeling, change of existing exterior color scheme or exterior material, fence, greenhouse, or swimming pool construction or any other work not referred to in paragraph (1) above, the owner shall submit to the Architectural Control Committee such plans and specifications for the proposed work as the committee determines to be necessary to enable it to evaluate the proposal. The Architectural Control Committee shall render its decision with respect to the proposal within 15 days after it has received all material required by it with respect thereto.” Declaration, Article V, Section 5.1(2) Minor Work.

General Discussion: None
President called for Executive session at 8:13pm
Executive session closed at 8:22pm
Adjournment: Meeting adjourned by President at 8:22pm.
Next Regular Board Meeting:  Tuesday, May 5th, 2026 - 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.
 
Attachments:
 
 
Ting is a smart, DIY plug-in sensor by Whisker Labs that monitors a home's electrical network 24/7 to detect, locate, and prevent electrical fire hazards before they start. It plugs into a single outlet, connects to Wi-Fi, and offers a $1,000 repair credit for hazard remediation.
Whisker Labs | Ting
Ting is a small plug-in device that monitors your home’s electrical system for early warning signs of fire risk. It looks for tiny electrical issues, like arcing or faulty wiring, that can happen behind the walls long before anything trips a breaker or causes visible problems.
If it detects something unusual, it sends an alert and helps you figure out next steps, often recommending an electrician before it turns into a real hazard.
For an older home with aging wiring, it’s useful because it can catch problems you would not otherwise know exist until it is too late. It is not a guarantee, but it gives you an extra layer of visibility into what your electrical system is doing in real time.
Some insurance providers offer the Ting device to policy holders for free.

Scott Mountain Homeowners Association
Board Meeting Minutes – 03.03.2026
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, April 7th, 2026
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Josh Gavrich
Homeowners Present: Dave Blank, Sarah Bushore, Nancy Hall, Dave Gilman
Guests: None
Call to Order:  7:06pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the February meeting.

Topic: HOA Reserve Study Project

Homeowner Topics:

• Sarah Bushore – 2026 Garage Sale Project
  • Plan for June 27th and 28th, 2026
  • Happyvalleysale.org hosts a similar garage/yard sale event – Nancy Hall will reach out to them to be added to their map
  • Darrell will help with the design of promotional signage

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• William Stanley asphalt project was completed as planned
  • A tree root near 99th appears to have been damaged and the tree will need to be monitored
  • Light post damage
    • 1 destroyed
    • 1 with sig. damage
    • Obtained a bid from a licensed electrician for approximately $7700 for the two light and polls
• River Health Stewardship program (Clackamas County)
  • The RiverHealth Stewardship Program offers grants of up to $30,000 from Clackamas Water Environment Services to support community projects that improve watershed health. Funds can be used for activities such as removing invasive species, planting native vegetation, restoring streamside areas, and other efforts that improve water quality and habitat.
    • SMHOA will investigate what applying for a grant would entail.
• Home on Hillcrest (white fence) shares a long property line with HOA property
  • Kevin is working with arborists on a plan to remove one or more dead/dangerous trees overhanging the property
    • Thomas from Clay’s Trees bid $1700
  • Motion to
    • Engage Clay’s Tree Service for the project ($1700)
    • Engage Andres Landscaping (after cedar chip option has been removed from the bid)
      • to trim trees/bushes along property line
      • add periodic maintenance to the scope of the overall service agreement
  • Approved: All members voted in favor of these motions

 
 
Vice President: Josh Gavrich

• N/A

Treasurer: John Chapman

• Wast Management huge overcharge dilemma continues – more to come
• Proposed 2026-2027 budget (copies available on request to [email protected])

 
Secretary/Environmental: Darrell Maxwell 

• Met with Garrett from Andres Landscaping
  • See quote for new scope of work + special project
  • Advised that homeowner Chris had reported debris blown onto his property – Garrett said he’d speak to the team
  • Design of “HOA Meeting Tonight” sign pending available time

Architectural: Kevin Quick

• Request on Cleone Ct. planning to build a garage in his backyard and access the common area
  • This request was unfortunately denied as the design and access to the garage aren’t acceptable

Covenants: Empty seat.
Safety: Kathyn Barenbrugge (currently onboarding into the role)

• Has reviewed CC&Rs and bylaws
• Is happy to take responsibility for pathway lighting repair and maintenance
• Happy to assist with other issues such as overgrown shrubs identified as safety hazards

General Discussion: None
Adjournment: Meeting adjourned by President at 8:12pm.
Next Regular Board Meeting:  Tuesday, April 7th, 2026 - 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 – 02.03.2026
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, March 3rd, 2026
Board Members Present: Kevin Quick, Josh Gavrich, John Chapman, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton
Homeowners Present: Dave Blank, Sandy and Sarah Bushore
Guests: None
Call to Order:  7:02pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the January meeting.
Homeowner Topics:

• Sarah and Sandy, Gia Ct. propose an HOA wide garage sale this Spring or Summer.
  • Note: The city of Happy Valley has an organized garage sale that may include our neighborhood.
    • FB has a group that may be helpful: Happy Valley Garage Sale 
  • Nancy Hall knows about how to throw a garage sale – reach out to her.
  • Settle on a date in time for the spring newsletter.
  • Darrell will help with sign design and collateral printing on request.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Repaving project: William Stanley (owner of the contracting firm) is managing the project. He has identified several factors that allow for more repairs to be made at no additional expense to what was earlier quoted.
  • Work on the project started today, 2/3/26 when William Stanley indicated they had a cancellation and could start immediately.  The project is expected to last two days.
  • Board members are invited for a walk-through of the completed project on Saturday, 2/7 @ 10:00am.
  • Heavy equipment damaged a homeowner’s bush along the path leading from King Way.
    • This will need to be addressed.
• Motion to remove an absent board member, Caroline Wharton
  • Vote: All in favor voted to vacate the seat.
• A non-HOA home on Hillcrest eastern property line sits against HOA land on its east side.
  • A tree fell and damaged their fence in January.
    • They are requesting reimbursement of approximately $175 for the repair, which was approved.
  • They also asked that the HOA begin trimming the growth along the property line (much is overgrown and encroaching on their property).
    • Darrell will meet with Andres Landscaping about scope of work and cost.
    • Several trees need inspection by an arborist and may require removal for safety reasons.
      • Kevin will meet with Thomas (arborist) on the project in time for the next HOA meeting.

 
Vice President: Josh Gavrich

• Neighbor, Chris Alvarez on 94th PL., commented that Andres is blowing debris onto their property.
  • Darrell would like to walk through the area and speak to the homeowners before alerting Andres Landscaping.

Treasurer: John Chapman

• Wast Management huge overcharge dilemma continues – more to come.
• All but two homeowners with outstanding balances have paid in full.
  • Spoke to one of the past due homeowners, informed them that a lien may be placed on the property.
    • That homeowner (previously unresponsively) paid in full within hours.

Secretary/Environmental: Darrell Maxwell 

• Nature Walk: Karen Mathers is open to scheduling 1 – 2 nature walks this spring.
  • Will work with Karen about a month out to promote the Spring Nature Walk.
• Proposed “HOA Meeting Tonight” yard signs.
  • Process question: who is willing to put out the signs and collect them each month?
    • Suggestion: Get several volunteers to be responsible for one sign, put it out and collect it monthly.
  • Darrell agreed to design the signage, time permitting.

Architectural: Kevin Quick

• Nothing to add.

 
Covenants: Empty seat.
Safety: Kathyn Barenbrugge (currently onboarding into the role)

• Kathy and Darrell will meet to discuss what this entails and if it’s the right role.

General Discussion: None
Executive session called by President, 8:00pm. 

• Motion: Establish a guideline governing the parking of RV, trailers, or boats in driveways.
  • 48 hours maximum
    • In excess of 48 hours, a $50/day fine will be assessed to the homeowner
  • Homeowners should notify [email protected] in advance or on arrival of the RV.
• Vote: All board members present voted in favor of adopting the guidelines. 
• Need clarification on this guideline?
  • Contact [email protected].

Executive session closed by President, 8:25pm. 
Adjournment: Meeting adjourned by President at 8:26pm.
Next Regular Board Meeting:  Tuesday, March 3rd, 2026 - 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 – 01.06.2026
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, February 3rd, 2026
Board Members Present: Kevin Quick, Josh Gavrich, John Chapman, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton
Homeowners Present: Dave Blank, Nancy Hall (and her guest), Ellyn Jeck, Al Jeck
Guests: None
Call to Order:  7:04pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the January meeting.
Officer Elections: All board members present voted to re-elect each officer to their current position.

• President: Kevin Quick
• Vice President: Josh Gavrich
• Treasurer: John Chapman
• Secretary: Darrell Maxwell

Topic: HOA Reserve Study process evaluation

• Al Jeck was kind enough to solicit bids for professional organizations that manage reserve studies for HOAs.
  • He submitted three proposals
    • Reserve studies produced by professional 3rd party organizations typically plan out significantly longer timeframe (for example, 30 years).
    • The process of putting together the RS takes 6-8 weeks.
    • Al will contact the firms to confirm several questions that came up about working with these types of firms.
    • Once more information is available, the board may invite one of the firms to the February meeting to answer questions.
  • Recommendation: Al’s recommendation is that the board take a closer look at the services these organizations provide to see if there’s value there.
    • He reviewed the RS submitted by the SMHOA Treasurer and said that the information in the report is basically the same as what would be presented by a 3rd party.
• The Treasurer submitted an updated Reserve Study report with an effective date of 4/30/26. (This report is available to homeowners on request via [email protected]).
  • The Scott Mountain HOA Reserve Study is a long-term capital budget planning tool which has the objective of properly planning for future HOA expenditures. This 5-year forecast will identify the various areas in which we can reasonably expect to incur expenses during that time frame. Each expense category will include assumptions based on previous expenditures and expected future maintenance.

Homeowner Topics:

• Nancy Hall requested that homeowners have access to the current reserve study
  • Darrell will work with Thomas to post a notice that the RS can be shared with any homeowner on request.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Repaving project: William Stanley (owner of the contracting firm) is handling managing the project. He has identified several factors that have increased the bid to just under $40k for the central woods area.
• Motion: Should the board approve the expenditure for the repair of the most serious areas of the pathways and accept the bid submitted by William Stanley?
  • Vote: All board members present voted in favor of moving forward with the repaving/repair project.

Vice President: Josh Gavrich

• Nothing to add.

Treasurer: John Chapman

• Wast Management overcharged us by 400% for the 2, 40yd yard waste bins last Fall.
  • WM is working to figure out where the mistake was made – more to come.
• Submitted an updated 5 Year Reserve Study Report for review by the board.
  • Which will be available to homeowners on request via [email protected].
  • The RS was approved by all board members in attendance.

Secretary/Environmental: Darrell Maxwell 

• Nature Walk: Karen Mathers is open to scheduling 1 – 2 nature walks this spring.
  • Are people interested in doing this again?
• Motion to remove Caroline Wharton from the board for lack of participation.
• Holiday Lights Contest saw increased engagement this year compared to prior year.
  • Requested an increase to the grand prize from $50 to $100 (gift cards).
    • Request was approved by all board members in attendance.
      • Previously: 6 x $50 gift cards (one per winner).
      • New plan: 8 x $50 gift cards (two for grand prize winner).
• Board Member attrition/recruitment.
  • Suggested that more residents might join the board if we promote it more.
• Communication Strategies
  • Purpose: build community, increase front of mind awareness about what’s happening in the neighborhood, attract new board members.
  • Channels: newsletter, website, Facebook, yard signs.
• Digitization of Minutes
  • Continues ever so slowly.
  • Seems more important than ever with new technologies available that make pulling historical info easy.
• Agreed to purchase several “Watch your step” type signs for placement near drastically uneven walkways.

Architectural: Kevin Quick

• Nothing to add.

Covenants: Seat is empty.
General Discussion: None
Adjournment: Meeting adjourned by President at 8:26pm.
Next Regular Board Meeting:  Tuesday, February 3rd, 2026 - in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086

Scott Mountain Homeowners Association
Board Meeting Minutes – 11.12.2025
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, January 6th, 2026
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Ellyn Jeck, Kathy Barenbrugge
Board Members Absent: Caroline Wharton, Josh Gavrich
Homeowners Present: Dave Blank, Nancy Hall, Tanya (last name?), Randy Flynn, David Gilman,
Guests: None
Call to Order: 7:04pm by President

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

• Dave Blank
  • Alerted the board to a neighbor adjacent to his home that replaced their roof without approval from the Architectural Committee.
  • Dave reports that the new roof is not different from the previous.
    • Kevin Q. will reach out to the homeowner to remind them of the guidelines.
  • Regarding property lines and boundaries, Dave introduced several tech-based solutions (see appendix).
• David Gilman updated on the rebuilding of the home that was destroyed by fire.
  • Kevin is working closely with the architects and builders to ensure no trees are removed unless verification by the arborist (who states that none of the trees are in distress).
• David Gilman reports that a homeowner at the top of 98th CT passed away.
  • The entrance to the home has been boarded up.
  • Relatives appear to be involved – it’s expected that they’ll make plans for the property.
• Tanya requested an update on the green space behind her home that appears to need maintenance.
  • She reminded the board that there is a lot of debris in that area.
    • Kevin advised that the asphalt project will be addressed before work in that area can be scheduled.
  • She saw a pack of five Cayotes running through the area, concluding that they live in the area.
  • She asked for an update on her request for reimbursement for the cost of removing a tree that was later confirmed to have been on HOA property – that request was turned down.
• Ellyn Jeck. sourced some fun signs alerting pet owners cleaning up after their pets.
  • She has several inexpensive versions – John will purchase several.

BOARD OFFICERS/COMMITTEE REPORTS
BOARD ELECTIONS
Elections:

• Ellyn Jeck: Chose not to serve another term.
• Darrell Maxwell: Wants to serve another 3-year term and was re-elected by a vote of the board members in attendance.
• John Chapman nominated Al Jeck to replace Ellyn (more to come on that).
• Kathy Barenbrugge volunteered for and was appointed the Safety Committee Chair.
• No additional volunteers came forward for board seats or committees during the meeting.

President: Kevin Quick

• William Stanley & Sons will be on site on Saturday morning (11/15) at 8:00 am.
  
  • The owner, William Stanley, has been responsive and wants to take on the project.
    
  • He indicated that it’s possible to do a lot of work without damaging live tree roots.
    
  • He now wants to double the price of the original quote based on factors that he says were overlooked during the first inspection.
    • Original: $24k
    • Now: $48k
  • Kevin suggested that it may be necessary to engage the company to repair one section that needs improvement most urgently.

Vice President: Josh Gavrich

• (Via email) Approved one architectural change for a member of the HOA. A deck replacement/extension for Ben Derr at 10744 SE 95th CT.

Treasurer: John Chapman

• Bank balance $68,166 as of today excluding a few outstanding expenses.
• Zelle payments: 6 payments came in after the newsletter was mailed out!
• A homeowner that was in significant arrears paid all past due amounts via Zelle.
• A Maple tree on 96th just inside the woods has been declared “mostly dead” and will be removed.
• The reserve study will be modified in light of potential additional expense related to pathway paving project (depending on the final decision on which company to contract with).

Secretary/Environmental: Darrell Maxwell

• The yard waste bins appeared to have been well utilized.
• Holiday Lights Contest sign and QR code draft presented to the group.

Architectural: Kevin Quick

• Demolishing and rebuilding of the home that was destroyed by fire is underway.
  • Kevin is working with the builders and architects to ensure no trees are removed.

Covenants: Ellyn Jeck

• Home at 10817 SE 96th Ct. with unsightly tree trunk and security camera
  • Homeowner has taken no steps to correct the problem.
    • Fines will be levied going forward.
• Suggested that the board calculate a five-to-ten-year operating plan (different that the plan we’ve been using) to improve how the board prioritizes long-term projects and ensures a more proactive approach as opposed to reactive.
  • The goal being:
    • 1 – to agree on and prioritize major maintenance and ongoing projects, obtain complete bids or quotes for costs (understanding that costs may rise slightly), and forecast how much the HOA needs to collect in dues to keep the neighborhood maintained and cared for on a long-term basis (5+ years).
    • 2 – to improve communication, transparency, and continuity during transitions of senior board members.

General Discussion: None

Adjournment: Meeting adjourned by President at 8:29pm.
Next Regular Board Meeting: Tuesday, January 6th, 2026 - 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.

Appendix

Regrid Property App

• Regrid can be used to view and map residential property boundaries, since it displays official parcel lines pulled from county GIS data. It works well for HOA reference, general lot line questions, and measuring areas, as long as you understand it is approximate. It cannot replace a licensed surveyor for exact boundary verification.
  

Landglide

• LandGlide is an app that displays parcel boundaries and ownership data, so it can be used to view residential property lines. It works well for general HOA reference and quick checks on lot shapes or sizes. It should not be treated as a legal survey, since the boundary lines are approximate.

OnX

• OnX Hunt includes a parcel viewer that shows property boundaries and ownership details, so it can be used to view residential lot lines. It is built for outdoor use, but the parcel layer functions the same for basic HOA reference. The lines are approximate and not suitable for legal boundary verification.

 
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).