February 2024

Scott Mountain Homeowners Association
Board Meeting Minutes – 02.06.24
 
Location:  Monarch Hotel conference room 
 
Board Members Present:  Kevin Quick, John Chapman, Darrell Maxwell, Ellyn Jeck, Josh Gavrich
 
Board Members Absent:  Dave Nachand
 
Homeowners Present: Dave Blank, Nancy Hall, Jim Graham
 
Guests: None.
 
Call to Order:  7:06 pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes from the January meeting.
 
Homeowners Concerns: 

• Jim Graham
  • Observed that the landscaping company contracted by the HOA has made a habit of blowing debris instead of picking up and removing the debris.  He said that sometimes the debris is blown onto homeowner property.
    • It was noted that there should be approximately six feet of clearance on either side of the pathways and that debris buildup in the greenspaces could pose a fire hazard.
    • Suggestion was made that the HOA should consider changing the landscaping contract so that debris is periodically raked and removed (at considerable additional expense to the HOA).
    • Dave Blank suggested that we look into the use of a “Brush Hog” (https://en.wikipedia.org/wiki/Brush_hog) and find out if our landscaping company owns one.
  • Observed that approximately 1 year ago, a homeowner cut down more than one fully grown tree (possibly Douglas Fir) – apparently without pre-authorization.
    • Board members explained that efforts to educate homeowners on tree cutting restrictions are ongoing and that the board continues to levy fines in the thousands of dollars for violations.
    • Homeowners should contact [email protected] to report any violations.

 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Kevin Quick

• We just experienced an unprecedented winter storm with significant financial ramifications.
  • Numerous trees fell from HOA property onto homeowner property with some property damage; however, no one was injured, and no homes were damaged beyond decks, awnings, fences, and other outbuildings.
  • Emergency downed tree removal for 9 trees is estimated to be over $10,000.
  • Several homeowners have engaged tree removal services or are getting bids to have downed trees removed safely.
  • There is a large Douglas Fir in the Central Woods, located up against the pathway leading to 99th that showing cracking around its base and is under “watch status.”
• A county owned light poll on Stevens Way was struck and knocked down by a vehicle – that is being handled by the county.
• HOA tax filing and nonprofit status project
  • John Chapman has been sourcing CPA firms that specialize in representing HOAs to the IRS.
    • This work is ongoing.
  • It was agreed that the board should reach out to law firms that the HOA has worked with previously for advice and direction on how to proceed with catching up on back tax filings and to reestablish the HOAs status as a nonprofit.
• It was agreed that planned maintenance projects (greenspace cleanup and pathway repair/maintenance) should be postponed based on the recent expenses incurred from the storm
• Summer Street Fair Planning.
  • Board members agreed that we should work toward reinstating the neighborhood annual celebration.
    • Josh Gavrich will reach out to one of the neighborhood residents who previously planned the event to ask if she would be open to helping with the project.
    • It was agreed that due to several vacant board seats and the workload related to ongoing projects, current board members do not have time to plan and manage the event.
• HOA Board seat vacancies:  we are 3 board members short right now
  • Safety Committee has no chair right now so emails related to safety will be forwarded to the President and VP until further notice.

Vice President: Josh Gavrich

• Supports the idea of engaging a law firm (or individual attorney) that specializes in HOA law to assist with the tax status and filings.

Treasurer: John Chapman

• Expense forecast updated up to May 1, 2024
  • In January, special yard debris bins were made available after the winer storm at a cost of $2430.
  • By May 1st it is estimated that the HOA will have only $15,500 in reserves which is below our required $30,000.
  • The adjusted financial forecast shows cause for a dues increase in 2024 with incremental increases for at least the next four years.
  • Dave Blank suggested that the board increase the minimum reserves from $30,000 to $45,000.
  • It was noted that another more complicated option for raising the required funds would be to keep the dues at $110 and levy a one time “assessment” to all homeowners.
    • It was noted that the law may require a 60% vote of the homeowners to level an assessment.  The details of the law will be confirmed.
  • A homeowner asked if it is possible to pay the annual dues without paying by check (they have not had a checkbook in years).
    • John noted that dues can be paid by “bill pay” which is widely used by consumers and readily available through most online banking platforms.
      • John also noted that some homeowners have paid the dues with a money order which is also acceptable.

 
Secretary: Darrell Maxwell

• We are not seeing graffiti or a lot of litter in the green spaces right now so we will not proceed with posting “area under video surveillance” signs.
• Goat project:  West Side Goat Girl has declined to take on our project based on our neighborhood being too far for her animals to travel.
  • Darrell has not identified any other similar services yet.
• Darrell will contact the landscaping company about changing the scope of work, at least periodically, to include debris removal (not just scattering debris).
  • Also, find out if the landscaping company owns a “Brush Hog.”

Architectural:  Kevin Quick

• Homeowner has requested to install a fence and remove trees that appear to have been destabilized during the recent storm.
  • The fence request is under consideration.
  • Before trees can be removed, an arborist must certify that the trees are unstable or unhealthy.
• The new homeowner that cut down several trees without prior approval may be assessed fines of $2500 pending final examination by an arborist.

 
Covenants:  Ellyn Jeck

• Regarding the home that was fined for cutting down several trees without prior approval from the HOA
  • They asked about getting permission to put up a fence.  I attached the link to the Covenants, copied the covenant related to fences and told them to contact architectural, including the email link.. She also said they had talked to an arborist and were told that they could not determine if a tree was dead from the existing stumps, but once again assured me the trees removed were dead and asked us to reconsider the fines.  I responded that I would get board input on that and get back to her. 

General Discussion: None.
 
Adjournment: Meeting adjourned by President at 8:44 pm.
 
Next Regular Board Meeting:  Tuesday, March 5th, 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.