April 2024

Scott Mountain Homeowners Association
Board Meeting Minutes – 04.02.24

Location: Monarch Hotel conference room, 218

Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Ellyn Jeck, Josh Gavrich
Board Members Absent: Dave Nachand
Homeowners Present: Dave Blank, Nancy Hall, Susan Hook, Janice and Steven Akioka, Sally Robinson,
Guests: None

Call to Order: 7:01pm by President

Note: Topics related to cost saving efforts are underlined.

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

Homeowner Topics:

• Notice to the Architect committee: Ellyn Jeck will be replacing windows on the back side of her home. No design changes.
• Nancy Hall had questions related to HOA operating expenses, reserve levels, future project costs, and seeks an accounting of where HOA funds have been spent.
  • Treasurer, John Chapman provided detailed clarification and justification for expenditures, including presenting:
    • The General Ledger from Umpqua Bank for all expenditures for fiscal year 2023 (available on request but not to be published).
    • 2024-2025 budget projections (it was noted that “projects” are good faith estimates).
    • Funds spent from the reserve fund were for expenses related to the winter storm.
• Dave Blank: requested information on any outstanding bills that have not been paid
  • John estimated that $10,000 is outstanding.
  • Dave suggested that the HOA consider raising the minimum reserve from $30,000 to $45,000.
• Darrell reiterated his motion to raise the dues to $155 per year in order to keep up with rising costs, prepare for future emergencies, and address maintenance projects.
• John noted that the difference between annual dues of $110 and $155 on a monthly basis is approximately $3.75.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Cited the Fair Debt Collection Act and set a rule related to discussing specifics about homeowners that are in arrears on dues payments.
  • These discussions should only take place during what is called an “Executive Session.”
    • An executive session is a portion of the board meeting that is closed to the public.
• Discussion of Andres special project and updated scope to clear and maintain a 6’ swatch on either side of pathways.
  • John asked if it possible to combine the May 2024 dumpsters with Andrews initial debris removal project?
  • If approved, the ongoing cleanup scope of work will increase the monthly fee by $140.
    • More discussion on this is required.
• Darrell – contact Andres about the initial clean up project, confirm if they will use our dumpsters.
  • Obtain an updated bid – try to find some savings.
• Next meeting the board will vote on the Andres initial clean-up project.
• There was discussion about the HOA deciding to leave downed trees, that do not pose a hazard, where they lay on HOA property.
• Update on financial expenditures related to the winter storm and downed trees.
• Annual Dues – where does the money go?
  • Ongoing and planned maintenance projects
    • Invasive species overgrowth abatement project – need a multi-year plan and forecasted costs to maintain high-traffic greenspaces.
  • Both monument signs were replaced in 2023.
  • The 2023-2024 winter storm expenses were approximately $15,000.
  • The dues have not increased in approximately 7 years.
  • The Board finds it necessary to raise the dues to keep up with established reserves and to pay for ongoing projects, maintenance, and emergency expenditures.
  • Treasurer, John Chapman put together a conservative schedule for raising the dues over five years in order to replenish the reserve and fund maintenance projects (see meeting minutes, page two, March 2024).
• HOA Tax status project: Board will try to engage a CPA in May 2024 and work to reestablish the nonprofit status (another reason that a dues increase is needed).
• One homeowner in attendance expressed concerns that a small dues increase would not be adequate to meet demands like future storms. Homeowner suggested that
  • 2024 – dues should be increased to $250 annually
  • 2025 – dues reduced to $200 annually
  • 2026 – dues reduced to $150 annually
  • 2027 – dues reduced to $110 if financially feasible
• Another homeowner suggested that the dues be raised to $175 per year to ensure sufficient reserves.
• President, Kevin, CALLED FOR A VOTE ON THE DUES INCREASE
  • The options on the table are:
    • 1) FIVE YEAR GRADUATED PLAN
      • 2024: $135
      • 2025: $145
      • 2026: $155
      • 2027: $165
      • 2028: $175
    • 2) 2024 INCREASE TO $155 ANNUALLY (MOTION PUT FORTH BY DARRELL)
    • 3) 2024 INCREASE BASED ON HOMEOWNER SUGGESTIONS ($175, $250
      
• OPTION #2 WAS SECONDED BY JOHN, ALL BOARD MEMBERS PRESENT VOTED IN FAVOR AND THE MOTION WAS ADOPTED. NO ONE IN ATTENDANCE WAS OPPOSED.
• Newsletter preparations are underway
• Postcard mailer project: CALL TO ACTION FOR HOMEOWNERS TO JOIN THE BOARD

Vice President: Josh Gavrich

• Nothing specific to his role as VP.

Treasurer: John Chapman

• Has been working with multiple homeowners to verify claims that trees, which were removed without board approval, were unhealthy and posed a danger. It has been confirmed that some of the trees were genuinely unhealthy and the majority of the trees were not unhealthy. Regardless of the health of the trees, the HOA covenants require that homeowners obtain approval from the board before cutting any tree six inches in diameter or larger.

Secretary/Environmental: Darrell Maxwell

• A piece of asphalt in the center of the pathway in the center woods has come up. There is a hole on the pathway that should be put on a watch/repair list.
  • Dave Blank suggested an asphalt patch kit called “Cold Patch.”

Architectural: Kevin Quick

• Homeowner on Stevens Way reached out about replacing a stretch of Arborvitae along a common walkway. Pending.
• Home on Stevens Way expressed concern about a neighbor allowing workers to walk across their property while trimming trees and allowing debris to fall on their property. HOA to notify the neighbor of the rules related to tree trimming.

Covenants: Ellyn Jeck

• Working with a homeowner at 10030 SE Cleone that has a tree leaning on their home and a lot of items in the yard (there have been complaints) – homeowner indicated that they are working on cleaning up the yard and removing the dangerous tree.
• In talks with Ash Creek on continued greenspace maintenance, clearing fire hazard brush, removing additional invasive species, and more.
• Identified a tree that appears to be leaning precariously in the central woods. Others seconded that observation.
  • It was decided that the HOA would engage a professional arborist to check the tree and provide advice.

General Discussion:

• ​John suggested that the board find a lower cost venue to hold the monthly meeting.
  • The Fire Station is no longer an option.
  • Eagles Landing is too expensive.
  • Josh or another board member will find out if Mount Scott Elementary School has space.
  • Other options in Happy Valley may be explored.

Adjournment: Meeting adjourned by President at 8:36 pm.

Next Regular Board Meeting: Tuesday, May 7th, 2024, to be held in person. Normal meetings to be conducted on the first Tuesday of the month, except in July and December when there will be no meeting.