August 2025

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