Scott Mountain Homeowners Association
Board Meeting Minutes - DRAFT
9/5/23

Location: Google Meet / Virtual
Board Members Present: Kevin Quick, Josh Gavrich, Randy Flynn, Ellyn Jeck, Steve Schroeder, Darrell Maxwell
Board Members Absent: Dave Nachand, Charles Zwick, John Chapman,
Homeowners Present: Dave Blank, Benjamin Derr, Thomas Spathas, Jim Foteff
Guests: None.
Call to order: 7:04 pm by Kevin Quick
Approval of Meeting Minutes: Board Meeting AUGUST 2023 minutes voted on. All board members present voted to approve.
Homeowner Topics:

• Ellen Jeck asked about our process for approving home exterior paint colors.
  • How does the Board address homeowners who select extreme paint colors or colors that don’t seem to fit the neighborhood?
  • Chuck Zwick not present at today’s meeting --- unable to provide detail
  • David Blank recalls that when the development was first being built out, home colors were limited to “earth tones.”
  • It was noted that several residents expressed concern over a home that was painted a bright green color.
• Randy Flynn talked about HOA covenants enforcement policies
• Homeowner on 93rd Ct.
  • Does the HOA enforce bylaws and covenants consistently?  If so, how?
  • Next door neighbor dispute over multiple issues – seeking ways to work with HOA to settle disputes and consistently enforce covenants/by laws.
    • Kevin Quick: HOA investigates violations of bylaws and will work with homeowners as needed to apply HOA bylaws and covenants consistently and fairly.
    • Several board members agreed to drive/walk by the property in question to assess the situation and report back to the homeowner.

Board Officer / Committee Reports
Treasurer: John Chapman

• No present

Covenants: Ellen Jeck

• Multiple bids to work on greenspace cleanup covering Central and East Woods.
  • The last cleanup was conducted in 2014.
  • Questions answered about types of herbicides to be used – the company responded that the particular herbicides they use are not harmful to animals, humans, etc.
  • Questions answered about scope of work.
• Revised quote has been presented at a cost of $29,000.00
  • The Board held a preliminary vote to approve this bid agreeing that the scope of work is appropriate.
  • Additional bids and information will be collected over the next several weeks.

Environmental: Darrell Maxwell

• Thank you to our colleague Ellen who has put a lot of work into obtaining and managing a series of bids to have the Central and East woods cleaned up.
• Darrell is in contact with a homeowner who lives outside of the HOA on SE 104th AVE.
  • Several homeowners in the area are concerned about Blackberry bushes protruding into the street on SE Hilcrest toward SE 102nd.
  • Darrell provided the individual an update that we are working on getting that area cleaned up ASAP.

President: Kevin Quick

• Discussed the greenspace cleanup projects, multiple bids, and scope of work.

VP: Josh Gavrich

• Google Meet time ran out.

Safety: Steve Schroeder

• Google Meet time ran out.

Architectural:  Chuck Zwick

• No present

 
Meeting adjourned at 7:57 pm by Kevin Quick. 

Scott Mountain Homeowners Association
Board Meeting Minutes
8/1/2023

Location: Google Meet / Virtual
Board Members Present: Kevin Quick, Josh Gavrich, John Chapman, Randy Flynn, Ellyn Jeck, Steve Schroeder, Charles Zwick, Darrell Maxwell
Board Members Absent: Dave Nachand
Homeowners Present: Dave Blank
Guests: None
Call to Order: 7:03 pm by Kevin Quick, President
Approval of Meeting Minutes: Board Meeting June 2023 minutes voted on. All board members present voted to approve.

Homeowners Concerns:

• Darrell
  • Three homeowners have written a letter to a neighbor
    • They are asking that noise and decency regulations be followed per the Clackamas County
    • The offending neighbor replied to the letter in good faith and the situation improved
• Ellyn Jeck
  • Asked if ADUs are permissible under the HOA rules
    • Kevin advised that ADUs are not allowed under most circumstances
    • He added that short term rentals such as Air BnB are also not permitted
  • Josh suggested reading Article 4 and 12 of the bylaws/covenants

Board Officer / Committee Reports
Treasurer: John Chapman

• Monument Sign installation is being finalized
• 76% of homeowners have paid their dues – this is in line with prior years
  • 7 homeowners out of 249 or over the $500 in arears limit
    • Two of those are in excess of $2,000 in arears
  • Planning to send certified letters to all homeowners letting them know that it may be necessary to put a lien on their homes if the balance is not paid
  • By October, if the outstanding balances are not paid, the plan is to move forward with the lien process.
• County sent a letter to HOA informing us that we need to cut back the blackberries along SE Hilcrest between Stevens WY and SE 102nd
  • Met with a contractor who does this type of work – Extreme Brush Clearing is the name of the company. 
  • He wants $3500 to cut the bushes along SE Hilcrest
  • Will explore addition affordable options

 
Covenants: Ellen Jeck

• Greenspace cleanup project
  • Is obtaining bids on work to clear greenspaces of vines, blackberry bushes, and other debris that could be hazardous
  • Has contacted multiple different organizations with nothing definite yet
• When will the bins be out in November?
  • Josh said that it’s usually the 2nd weekend in November
  • Friday 11/10 to Monday Morning 11/13

Environmental: Darrell Maxwell

• The four-point buck that was killed off of Idleman was removed on 7/31/23. 
• Engaged the company: Critter Control at 971-334-3938
  • Due to the two-week wait before Critter Control could come out and take away the carcass, we opted to pay the Critter Control employee to come and take it away on his own time. 
  • The cost was $999.00

President: Kevin Quick

• New pop-up sign-up option is on the Scott Mountain HOA website
• We are preparing for the Fall newsletter – please submit any suggestions or requests for the next issue

VP: Josh Gavrich

• Nonprofit status – these entities file a form  990
  • We have not filed anything in over 20 years
  • Our nonprofit status was revoked
  • We can reapply fairly easily

Safety: Steve Schroeder

• Blackberry bushes along SE Hilcrest needs to be trimmed back
• Bushes are extending into the roadway

Randy Flynn:

• Seeing homes with multiple signs posted in yards
• Kevin added that one sign per yard is allowed
  • Exception:  construction sign when work is being done

Architectural:  Chuck Zwick

• June 8th, homeowner requested two trees to be removed
  • Homeowner had official documentation to support removal
  • Chuck observed several safety issues with three trees that need to be removed
• June 18th, paint house -- approved
• June 29th, replace front deck – approved
• July 10th, outside vendor called Ion Solar to install solar panels on 93rd court
  • Chuck advised the company that the request should come from the homeowner
• July 12th, 98th court, repaint home – approved
• July 31st, Gila Ct. Windows replaced without any pre-approval
  • A letter was sent to homeowner requested that they advise the HOA when work is planned

 
The September 5th meeting will be virtual/online.
 
Meeting adjourned at 7:53 pm by Kevin Quick. 

Scott Mountain Homeowners Association June board meeting  
Meeting Minutes
6.6.2023 
Location:  Meeting at Monarch Hotel conference room  
Board Members Present:  Kevin Quick, Josh Gavrich, John Chapman, Chuck Zwick, Randy Flynn, Steve Schroeder 
Homeowners Present: Dave Blank, Nancy Hall 
Guests: None 
Call to Order:  7:07pm by President 
Approval of Meeting Minutes: Board Meeting April 2023 and May 2023 
Meeting minutes of both months voted on. All board members present approved minutes. 

Homeowners Concerns:  

• Nancy
  
  • Happy Valley neighborhood garage sale at the end of the month
    
  • 5/address to be added to the list
    
• Dave Blank
  
  • House that backs up to the green space [along King Way] has a broken down tree house that should be addressed

BOARD OFFICERS/COMMITTEE REPORTS

• President: Kevin Quick
  
  • Trees fallen on path near Cleone Ct
    
  • Need to see about cutting up with a chainsaw to clear the path
• Vice President: Josh Gavrich 
  
  • Need to look into paperwork for 501(c)3 for the HOA
• Treasurer: John Chapman 
  
  • Financial update
    
    • 57% dues paid for ’23-’24 year so far, in line with previous years
      
    • Graphic design for the monument sign [redesign]
      
      • Sign color chosen based on votes
        
      • Working with fast signs to see about install in the next few weeks
    • Clackamas county water and soil conservation
      
      • Obtained some contacts that the county uses for projects
        
        • Looking in to see if they could assist with clearing green space
• ​Secretary: Darrell Maxwell
  
  • Not present
• Architectural:  Chuck Zwick 
  • 9922 SE Kela - Removal of tree due to roots causing damage
  • House on SE 100th Dr - Doing some interior work and just wanted to inform board
  • House on 98th Ct - Tent trailer parking request from 7/1-7/7 [approved]
  • House on 96th - Reworking deck [approved]
  • House on 100th - Working with an arborist regarding potential tree removal
  • House on 100th Dr - Will be re-doing their roof
• Covenants:  Ellyn Jeck 
  
  • Not present
• Safety: Steve Schroeder 
  • Large down tree in the center woods that we should look at removing
  • We should have an eval of large limbs to remove from some trees in the center woods as well [near Nancy’s house]
• Board Member at Large: Randy Flynn 
  • Nothing to report
• Environmental: Dave Nachand 
  
  • Not present

General Discussion: 

• Discussion about having an opt-in email for email blast information for the neighborhood. May need to hold off until we get email issues working routinely.
• House on Idleman and 99th with numerous issues in front yard
  
  • John to review and send a letter about issues found
• House on Stevens that needs attention in their yard

Adjournment: Meeting adjourned by President at 8:11pm 

Next Regular Board Meeting:  August 1st, 2023 7:00PM, to be held in person at Monarch Hotel. Normal meetings at the Fire Station to be conducted the first Tuesday of the month, except in July and December when there will be no meeting. 

Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
Board Meeting Minutes
May 2, 2023
Location: Monarch Hotel conference room 318
Board Members Present: John Chapman, Randy Flynn, Josh Gavrich, Ellyn Jeck, Darrell Maxwell, Kevin Quick, Steve Schroeder, Chuck Zwick
Board Members Absent: Dave Nachand
Homeowners Present: Nancy Hall, Dave Blank, Louise Carey
Guests: None
Call to Order: 7:33 pm by Kevin Quick, President (after approx. 20 minutes of envelope stuffing)
Approval of Meeting Minutes: Postponed until June meeting due to email distribution issues
Homeowner Topics:

• Nancy Hall
  • Alerted the board that PGE is planning on removing a tree that is threatening their power lines. PGE has not provided a timeline for the project
    • Approved by Architecture previously
• Louise Carey
  • Interested in developing social groups for neighborhood children – play dates, nature club, or other kid’s activities that bring the kids together for activities
  • Louise will follow-up with more details and how the project progresses
    • Board member suggested that we get something into the newsletter, on the website, and Facebook about this

Board Member & Committee Reports:

• President – Kevin Quick
  • Fire Marshalls from Clackamas County met with several members of the board on April 25th
    • Reviewed strategies for creating fire resistant zones around homes 
    • Mitigation of fire risk due to ground cover
    • Marshall Jennifer Warren provided helpful brochures and handouts
  • Ellyn Jeck will continue the search for financial grants to help with ground cover removal
    • https://conservationdistrict.org/
• Architecture - Chuck Zwick
  • Approved homeowner replacing a long-existing 6 ft. fence located near the front of the home
  • Homeowner alerted Architecture to a back-deck replacement project not visible to the street, sidewalk, or walking paths
  • Approved homeowner project to paint shutters a drastically different color
  • Visited ongoing fence replacement project on 98th Ct.
    • Project expanded to include a retainer wall due to slope of the property line
  • Inspected/Approved project for removal of buried railroad ties and addition of slope on 99th
  • Reminder: per covenants, homeowners should keep garbage/recycling/yard waste bins out of public view
    • Article 4.2, (10) Rubbish and Trash - No lot or part of the Common Area shall be used as a dump for trash or rubbish of any kind. All garbage and other waste shall be kept in appropriate sanitary containers for proper disposal and out of public view. Yard rakings and dirt and other material resulting from landscaping work shall not be dumped onto streets, or Common Areas or any lots. Should any Owner fail to remove any trash, rubbish, garbage, yard rakings, or any such materials from any lot or any street or Common Area where deposited by him within ten (10) days following the date on which notice is mailed to him by the Declarant or the Architectural Control Committee, they may have such materials removed and charge the expense of such removal to the Owner.
• Treasurer - John Chapman
  • HOA Dues bills have been stuffed and will be mailed the week of 5/1/23
• Secretary/Environment - Darrell Maxwell
  • Confirmed large yard waste dumpsters will arrive on 5/12 and will be picked up on 5/15
• Josh Gavrich
  • Research on the pathways resurfacing project is ongoing
  • New Scott Mountain HOA monument sign design vote results show Design 3 as the winner:
    • Design 1
    • Design 2
    • Design 3

 
Adjournment: Meeting adjourned by President at 8:26pm
Next Regular Board Meeting: June 6th, 2023, 7:00pm to be held in-person at the Monarch Hotel. Normal meetings are conducted on the first Tuesday of the month, except in JULY and December when there will be no meeting.
 
Notes taken by Darrell Maxwell

Scott Mountain Homeowners Association
Board Meeting Minutes
April 4, 2023
Location: Monarch Hotel conference room 318
Board Members Present: Kevin Quick, Josh Gavrich, John Chapman, Chuck Zwick, Randy Flynn , Darrell Maxwell
Board Members Absent: Ellyn Jeck, Dave Nachand, Steve Schroeder
Homeowners Present: Nancy Hall, Dave Blank
Guests: None
Call to Order: 7:05pm by Kevin Quick, President
Approval of Meeting Minutes: Board Meeting minutes for March 7th were approved by a unanimous vote of the board members present.
Homeowner Topics:

• Dave Blank
  • Provided an update and details related to the Clackamas Quality Inn.
  • Clackamas County Chair Tootie Smith rescinded her vote that would have converted the Clackamas Quality Inn into a homeless facility as part of Project Turnkey. (koin.com)
• Darrell Maxwell
  • Alerted Architecture Chair of plans to replace a 60ft fence along the property line between his home and his neighbor to the NE.

Board Member & Committee Reports:

• President – Kevin Quick
  • Suggested a minor adjustment to the board meeting schedule
    • Proposed: Conduct a meeting in August and not in July each year.
  • Review of HOA newsletter, content, layout, new article called “President’s Corner.”
  • New HOA Sign: three choices have been presented for voting on the website and will be in the upcoming newsletter.
• Randy Flynn
  • Noted seeing pedestrians walking through the neighborhood at 2:00 am – something to be aware of in case there is ever suspicious activity.
  • Inquired about the surplus wood piled behind the HOA sign on SE Stevens WY
    • The wood is available to anyone who wants to cart some or all of it away.
• VP -  Josh Gavrich
  • Nothing to report.
• Architecture – Chuck Zwick
  • Reminder – fences located at the front of a homeowner’s property should be no more than 4ft tall, unless replacing an existing fence for which a variance had been approved by the board in the past.
  • Approved: Homeowner on 98TH CT. submitted plans to replace the home’s roof and gutters, plus paint an exterior portion of the home.
• Secretary/Environmental – Darrell Maxwell
  • No updates
• Treasury – John Chapman
  • 2023-24 Budget
    • Expenses in this year’s budget are forecasted to be higher than in previous years due to special projects.
    • Operating reserves are to remain at or above what is required under the covenants.
  • The Board unanimously approved HOA dues to remain at $110 for the year.

Adjournment: Meeting adjourned by President at 8:17pm
Next Regular Board Meeting: May 2nd, 2023, 7:00pm to be held in-person at the Monarch Hotel. Normal meetings are conducted on the first Tuesday of the month, except in August and December when there will be no meeting.
 
Notes taken by Darrell Maxwell

​Scott Mountain Homeowners Association
March Board Meeting Minutes
March 7, 2023
Location: Monarch Hotel conference room
Board Members Present: Kevin Quick, Josh Gavrich, John Chapman, Chuck Zwick, Steve Schroeder, Darrell Maxwell
Board Members Absent: Ellyn Jeck, Dave Nachand
Homeowners Present: Nancy Hall, Dave Blank
Guests: Jessica Wyndham
Call to Order: 7:04pm by Kevin Quick, President
Approval of Meeting Minutes: Board Meeting minutes for February 7th were approved by a unanimous vote of the board members present.
Homeowner Topics:

• Jessica Wyndham
  • New sign artwork prototypes presented
  • Selections were narrowed down to a handful of options
    • 3-4 options to be presented for community feedback
  • Volunteered to lead the design and publishing of the SMHOA newsletter
    • Published bi-annually
• Dave Blank
  • Noted that the county storm drain work is ongoing with several completed
• Chuck Zwick
  • Noted that the street sweeper came by on 2/13
  • Landscaping company sprayed some paths on 2/15
  • Landscaping company planned to spray more on March 6 (unconfirmed)

Board Member & Committee Reports:

• Architecture - Chuck Zwick
  • Approved removal of a tree after confirming that it is damaging pathways and creating a safety hazard
  • Noted that a homeowner received approval after the fact for a major fence installation
  • Noted that a homeowner alerted the architecture committee about plans to replace a deck with the same design
  • Reminder:
    • homeowners doing work on the front of a home or areas visible from the street or pathways should obtain approval from the architecture committee before beginning the work
    • Minor projects in the rear of the home or in areas not visible by the street or path do not require official approval; however, it’s recommended that homeowners alert the architecture committee/board as a courtesy
• VP -  Josh Gavrich
  • Light #19 bulb replaced
    • Identified the cause of overheating to be a buildup of insects getting inside the housing
  • Working on transitioning HOA website to a new low-coast host
• Safety – Steve Schroeder
  • No updates
• Secretary/Environmental – Darrell Maxwell
  • No updates
• Treasury – John Chapman
  • Financial update
    • Final income/expenditures report was presented to the audit committee for review (President & VP)
  • Monument Sign
    • Project continues as graphics approval process moves forward
  • Banking update
    • We have one certificate of deposit now and are considering purchasing additional CDs
  • Drain repairs and cleanout
    • Completed cleanout between Derek and Kela Ct.

Adjournment: Meeting adjourned by President at 8:13pm
Next Regular Board Meeting: April 3rd, 2023, 7:00pm to be held in-person at the Monarch Hotel. Normal meetings are conducted on the first Tuesday of the month, except in August and December when there will be no meeting.
 
Notes taken by Darrell Maxwell

Scott Mountain Homeowners Association
February board meeting
Meeting Minutes – 2.7.2023
 
Location:  Meeting at Monarch Hotel conference room 
 
Board Members Present:  Kevin Quick, Josh Gavrich, John Chapman, Ellyn Jeck, Chuck Zwick, Randy Flynn, Steve Schroeder
 
Board Members Absent:  Darrell Maxwell, Dave Nachand
 
Homeowners Present: Dave Blank, Nancy Hall, Thomas Spathas, Dave Gilman
 
Guests: None
 
Call to Order:  7:02pm by President
 
Approval of Meeting Minutes: Board Meeting January 3rd, 2023
Meeting minutes of January voted on. All board members present approved minutes.
 
Homeowners Concerns: 

• Nancy
  • Idea of creating a bridge across the creek in the west woods
  • Tree near Nancy’s fence [in green space] is dropping limbs and causing some damage to fence. Requests HOA look into it
  
  
• Thomas
  • Path between 95th and 93rd has moss growth that has not been removed
    • John to look into dates for Andres to address and contact them.
  • Path between 95th and 96th has a hole that needs filled in
    • John to review
• Dave Blank
  • Brought up request of annual financials after Jan meeting.
  • Brought up concerns about transitional housing at Quality Inn [proposal] and was wondering what the HOA knew about it
    • Dave Gilman shared info later
• Dave Gilman
  • Sunnyside CPO was following transitional housing issue. Possible decision due in February if ClackCo would move forward with site
  • Will have 24 hour surveillance, no drugs and alcohol allowed on site, personnel to support transitional residents
  • Non-profit will be managing the site
  • “Project Turnkey” is the name on ClackCo website.

  
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Kevin Quick

• 3 tree issues looking to address; 1 @ monument sign on Stevens, 1 on Stevens and 95th and 1 in central woods

 
Vice President: Josh Gavrich

• Just received in some lights from electrician. We are at the end of the warranty period on these initial bulbs installed and replacements around $200 [bulbs].
• Replacement fixtures would be ~$7,500, after rebates.
  • Electrician is thinking we have some issues with our fictures based on age

 
Treasurer: John Chapman

• Financial update
  • Preliminary income and expenditures presented
• Graphic design for the monument sign [redesign]
  • Wanted to present idea of paying Jessica for her time, up to $600 for
  • All board members present approved paying up to $600 for graphic design work
• Banking update
  • Putting some of the funds into CDs as rates are up to 4.25% right now
• Drain repairs and cleanout
  • Last done in 2015 and was ~$1,000
  • Need to do cleanout again between Derek and Kela Ct

 
Secretary: Darrell Maxwell

• Not present

 
Architectural:  Chuck Zwick

• Wondering about survey follow up from long ago
  • Josh to get surveys from Khristina
• Potential site for in person meetings [a friend of his]
• 99th and Kela
  • Work on property that was not approved ahead of time
• Tree removal requests
  • Drainage/foundation issues
  • Damage during wind storms

 
Covenants:  Ellyn Jeck

• Fire Marshall update
  • Wanted to see about scheduling walkthrough in April to discuss current state and talk about potential vendors for support
  • Ellyn, John, Kevin, Steve to support

 
Safety: Steve Schroeder

• Reported that ivy is getting overgrown in the west woods
  • John said we normally address around April. Will need to look at vendors for the work

 
Board Member at Large: Randy Flynn

• Nothing to report

 
Environmental: Dave Nachand

• Not present

 
General Discussion:

• Discussion about in person meetings
  • Next meeting to be held in person, to review designs for monument signs. April to be in person. Follow on meetings to be determined down the road.

 
Adjournment: Meeting adjourned by President at 8:44pm
 
Next Regular Board Meeting:  March 7th, 2023 7:00PM, to be held in person at Monarch Hotel. Normal meetings at the Fire Station to be conducted the first Tuesday of the month, except in August and December when there will be no meeting.
 
 
Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
January board meeting
Meeting Minutes – 1.3.2023
 
Location:  Meeting at Monarch Hotel conference room 
 
Board Members Present:  Josh Gavrich, Kevin Quick, Neil Gavrich, John Chapman, Ellyn Jeck, Chuck Zwick, Darrel Maxwell
 
Board Members Absent:  Khristina Powell, Dave Nachand, Mike Brumbach, Randy Flynn, Steve Schroeder
 
Homeowners Present: Dave Blank, Nancy Hall, Ben Derr, Charlie Irish
 
Guests: None
 
Call to Order:  7:04pm by outgoing President, Neil Gavrich
 
Approval of Meeting Minutes: Board Meeting November 1st, 2022
Meeting minutes of November voted on. All board members present approved minutes.
 
Homeowners Concerns: 

• Fuels reduction – Ellyn working with a neighbor on King Way who can help us get in touch with Fire Marshalls and possibly grant money for working in the green spaces
  • May look at getting Fire Marshall at an in person meeting in the future
• Ben – Wondering if anyone knows about the drains work around 95th Ct
  • Drain work on 96th and below, posted on county website [Dave B received a mailer]
  • Is wanting to put up a fence in the near future and wanted to know who to connect to
• Nancy mentioned seeing something about chip seal for fixing the bad spots in asphalt paths.
  • Less prone to cracking
• Charlie mentioned fence install at his house [without approval]
  • Kevin had already spoken with him and was going to bring issue to the board at the meeting.
  • Kevin requesting a variance in fence design due to the layout of is lot [fence height is too high forward of house, but Charlie is parking a larger vehicle on side of house].
• Chuck Zwick brought up issues about renters, upkeep of properties and parking of numerous vehicles
  • Discussion on parking issues in Cts around the HOA.
  • If vehicles are moving once in a while, there is not a lot the HOA can do to prevent parking vehicles in street. Streets are public roads [not private], so we cannot enforce any parking restrictions on vehicles
    • Vehicles in disrepair that do not move for long periods can be fined and/or have the county tow them away as abandoned vehicles [last resort]
  • Upkeep of properties [landscape and rubbish] is the responsibility of the homeowner [regardless of whether they live there or rent it out]
    • Repeat offenses should be brought to the covenants chair so that letters can be sent out and potential fines for offenses
• Dave Blank brought up issue with financials at the annual meeting not being discussed
  • Wants to know if we can publish on the website
  • Wants to know if we can get it annually [Jan or May meeting, depending on financial cycle]
  • Alternate option would be to post in the newsletter
  • Dave mentioned that as a nonprofit in Oregon, we should have a balance sheet and a P&L statement annually to publish
    • New executive positions to look into the issues brought forth and ensure we are compliant with Oregon laws and HOA rules

 
Officer Elections

• Roles that need to filled this meeting [officer positions]; President, Vice President, Secretary, Treasurer
• Roles that should be filled; Environmental, Covenants, Architectural, Safety
• Discussion about positions for the new board members to see which assignments might suit them
  • Ellyn mentioned being interested about covenants [not Secretary or Treasurer]
  • Darrel mentioned being interested in Environmental
  • Chuck mentioned being interested in Architectural
  • Kevin mentioned being interested in taking President role
  • Josh mentioned he would do the VP role, but not alongside the Secretary role
• With current President, Vice President and Covenants leaving, have a few positions needing filled
  • Proposed board
    • Kevin – President
    • Josh – Vice President
    • John – Treasurer
    • Darrel – Secretary
    • Ellyn – Covenants
    • Chuck – Architectural
  • Unanimous vote to approve new board

 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich

Vice President: Khristina Powell

• Not present

 
Treasurer: John Chapman

• Financial update
• Balance on 12/31/21 was $66,564.82, balance 1 year later [12/31/22] was $75,956.42
  • ~88% of homeowners paid dues so far
• Review of logos that Jessica [homeowner on King] put together for potential monument sign changes [replacing damaged one from driver on Idleman]
  • Some modern, some traditional designs, to incorporate HOA name, some trees, etc

Secretary: Josh Gavrich

• Josh to look into Google works for the HOA; storage of digital documents, place for holding virtual meetings, more reliable email server, etc

 
Architectural:  Kevin

• Variance for fence on house Stevens [discussion above]
  • All board members present approved variance to fence height based on layout of lot

 
Covenants:  Mike Brumbach

• Not present

 
Safety: Steve Schroeder

• Not present

 
Board Member at Large: Randy Flynn

• Not present

 
Environmental: Dave Nachand

• Not present

 
General Discussion:

• Email issues
  • Started having issues around early November
  • Emails to board have not been seen by members, but some individual accounts [treasurer, vice president] do not seem impacted the same.
  • Need to look into alternative solutions to ensure continuity of communication
• Discussion about in person meetings
  • Next meeting to be held in person, March to be virtual, April to be in person. Follow on meetings to be determined down the road.

 
Adjournment: Meeting adjourned by outgoing President at 8:48pm
 
Next Regular Board Meeting:  February 7th, 2023 7:00PM, to be held in person at Monarch Hotel. Normal meetings at the Fire Station to be conducted the first Tuesday of the month, except in August and December when there will be no meeting.
 
Notes taken by Josh Gavrich

Scott Mountain Homeowners Association
November Annual Homeowners meeting
Meeting Minutes – 11.1.2022
 
Location:  Monarch Hotel
 
Board Members Present:  Josh Gavrich, Kevin Quick, Neil Gavrich, John Chapman, Steve Schroeder, Randy Flynn, Dave Nachand, Khristina Powell
 
Board Members Absent:  Mike Brumbach
 
Homeowners Present: Dave Blank, Chuck Zwick, Dave Gilman, Carol and Jim Graham, Anjuli Chen, James Allen, Jessica Wyndham, Sarah Flynn, Benjamin Dohr, Charlie Irish, Darryl Maxwell, Nancy Hall, Ellyn Jeck, Laura Stewart, Amy Malone
 
Guests: None
 
Call to Order:  7:02pm by President, Neil Gavrich
 
Approval of Meeting Minutes: Board Meeting October 4th, 2022
Meeting minutes of October voted on. All board members present approved minutes with exception of spelling of treasurers name.
 
Homeowners Concerns / Open Forum: 

• Rainwater drains responsibility
  • Does the landscaping company clear the drains? Frequent enough during wet season?
  • Should homeowners be assisting in the upkeep?
    • Landscaping company does clear drains near paths, but homeowners need to be involved in clearing drains near their property as well.
• Khristina has put in her request to leave the board [2 years remaining on her term]
  • Note that 4 members nominated in board member section below, Josh nominated to take Khristina’s term [2 more years]
• Tree [and sign] damage on 99th and Idleman
  • Damage from vehicle, working with Sheriffs office for more information
    • Kevin working with clay’s tree service to notify driver of potential liability

 
 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich

Vice President: Khristina Powell

Treasurer: John Chapman

Secretary: Josh Gavrich

Architectural:  Kevin

Covenants:  Mike Brumbach

Safety: Steve Schroeder

Board Member at Large: Randy Flynn

Environmental: Dave Nachand

General Discussion:

• Private property signs in woods replacement
  • Metal signs quoted at $67/ea with a 2 week lead time
  • Recommended for all entrances
• SMHOA signs [one was wrecked by vehicle]
  • John had quote by FastSigns for ~$3,100/ea to replace with a more weather resistant aluminum sign
    • Concerns about reflectivity of the signs brought up
    • Colors and design to mimic old signs
• Stop signs on 99th drive
  • Signs with motion activation would cost ~$2k-$3k for sign [4 are needed]
    • Amy Malone brought up concern about sign on 99th/100th on the north end
    • Question from homeowners: Does HOA need to pay for the signs?
      • Yes, city would not pay for them
  • Reporting issues to sheriff from more people would get more notice and possible intervention
• Pathway lights flashing
  • Light 19 flashing now
    • Josh to follow up with electrical contractor

 
BOARD MEMBER ELECTIONS

• Neil, Josh and Michael 3 year terms expiring
  • Discussion about board positions, time commitments and process of officer elections in the new year
  • Homeowners present who desired to be potential nominees discussed their background in the neighborhood and why they think they might be a good fit for the board
  • Nominations by Neil
    • Josh, Chuck Zwick and Darryl Maxwell
  • Nomination by Carol Graham
    • Ellyn Jeck
  • Side note, Jessica Wyndham mentioned she could help with putting together newsletters and other graphic design work

 
Adjournment: Meeting adjourned by Vice President at 8:33pm
 
Next Regular Board Meeting:  January 3rd, 2023 7:00PM, to be held in person at Monarch Hotel. Normal meetings at the Fire Station to be conducted the first Tuesday of the month, except in August and December when there will be no meeting.
 
Notes taken by Josh Gavrich

hnott Mountain Homeowners Association
September board meeting
Meeting Minutes – 10.4.2022
 
Location:  Virtual meeting 
 
Board Members Present:  Josh Gavrich, Kevin Quick, Neil Gavrich, John Chapman, Steve Schroeder
 
Board Members Absent:  Khristina Powell, Dave Nachand, Mike Brumbach, Randy Flynn
 
Homeowners Present: None
 
Guests: None
 
Call to Order:  7:10pm by President, Neil Gavrich
 
Approval of Meeting Minutes: Board Meeting July 5th, 2022 and September 6th, 2022
Meeting minutes of July and September voted on. All board members present approved minutes.
 
Homeowners Concerns: 

• None present

 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich

• Agenda for November meeting
  • President introduces board, members and purpose
  • Each member talks about their role
  • Discussion about board openings
• Safety concern on 93rd Ct [dry grass and fires/smoking]
• Person in south woods [with abandoned vehicle] reported
  • Vehicle and person have left area

 
Vice President: Khristina Powell

• Not present

 
Treasurer: John Chapman

• Foreclosure/selling of house on King Way
  • Numerous years past due. Will be getting paid for past dues to HOA during sale
• Annual meeting to be held at Monarch hotel on 11/1 @ 7pm [Rm 218]
  • Need to send out info about it [Neil to work on mailer]

 
Secretary: Josh Gavrich

• Nothing to report

 
Architectural:  Kevin

• Tree removal on King Way
  • Pine beetle issue
• Homeowner on 95th with tree issues
  • More trees to be removed, but discussing replanting of other trees in their place.

 
Covenants:  Mike Brumbach

• Not present

 
Safety: Steve Schroeder

• Replacing back deck on house [same design]

 
Board Member at Large: Randy Flynn

• Not present

 
Environmental: Dave Nachand

• Not present

 
General Discussion:

• Private property signs in woods
  • Should see about cost to get more and replace due to more people in the woods and signs aging.

 
Adjournment: Meeting adjourned by Vice President at 7:53pm
 
Next Regular Board Meeting:  November 1st, 2022 7:00PM, to be held in person at Monarch Hotel. Normal meetings at the Fire Station to be conducted the first Tuesday of the month, except in August and December when there will be no meeting.
 
Notes taken by Josh Gavrich