Scott Mountain Homeowners Association
Board Meeting Minutes – 03.11.2025

Location: Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR
Next Meeting: Tuesday, April 8, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Caroline Wharton, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: None
Homeowners Present: Dave Blank, Nancy Hall, Susan Hook, Nina Quick, 
Guests: None
Call to Order:  7:04pm by President

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

Homeowner Topics: 

• Susan H. 
  • Expressed concern for the safety of a neighbor she has not been seen in weeks
    • Kevin Q. confirmed that a welfare check was conducted by the Sheriff department – the neighbor is in her home and well.
  • A home at the top of 98th CT has a long stretch of fence that is sagging and in disrepair.
    • Kevin Q. confirms that the homeowner is aware and plans to make improvements ASAP.
  • Suggestion: Add signage at the pathway entrances indicating street names 
    • Attendees supported this idea.
    • More discussion about how the feasibility of this is needed.
  • •Darrell M. has noticed a lot more dog waste on the paths and along the sides of the paths.
    • Others suggested adding signage and “poo bag” dispensers.
      • Kevin suggested that we look into the cost of the project.
• Dave B. 
  • has questions about the HOA tax filing status and whether the organization can confirm that it has filed the proper forms with the state of Oregon to be considered tax exempt.
    • John C. will check with the accountant on our next filing.
  • Also cautions homeowners to be aware that during storms, ice can accumulate on trees causing a hazard.
• Kathy B. Her home was one that had mail stolen from the mailbox.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick 

• Short and long-term neighborhood project under development (a comprehensive list will be posted on the website):
  • Including large scale, multi-year, multi-phase 
    • renovations of the green spaces and the asphalt pathways,
    • buttressing of eroding stream banks,
  • Smaller scale projects such as 
    • a tree planting initiative,
    • updating out of date or deteriorating signage. 

Vice President: Josh Gavrich

• Pathway lights – Lower woods lights are all working and the senor is active.
  • Pugsley’s woods lights are working but the sensor needs to be replaced.
    • Darrell offered to contact the electrician to have the work done.

Treasurer: John Chapman

• Starting in May, Zelle (electronic payments) will allow individuals to make payments to commercial accounts.
  • This is an excellent option for homeowners that want to pay their HOA dues electronically.
• John has identified new, low-cost locations for the HOA Meetings.
  • North Clackamas School district accepts applications for organizations to use community rooms or classrooms.  
  • Our application has been approved and on March 19th John will make a reservation and will confirm whether our next meeting will be held at Mt. Scott Elementary School.
• Proposed 2025-26 Budget
  • Forecasting total expenses of $34,200 (including $10,000 estimated for special projects and emergencies).
  • Forecasting total revenue of $36,360 (margin of +$2,160).
• Homeowner Dues
  • 85% (192) of homeowners have paid in full.
  • 13 homeowners are 3 or more years behind in payments totaling between $5,000 and $7,000.
    • 1st week of May: Letters go out to 13 homes with their current invoice and an offer to set up a payment plan to bring the account current.
    • June 15th: Those how have not responded will be sent a certified letter explaining that they have one month in which to contact us regarding their account, or a lien will be filed with the county.
    • July 16th: Liens will be filed (if needed).
  • Homeowners must have the ability to attend an HOA meeting to dispute fines, outstanding balances, liens, etc.

Secretary/Environmental: Darrell Maxwell   

• Proposing spring yard waste bins dates: Friday, May 16 to Monday, May 19.
  • Approved.
• Ongoing projects
  • Small invasive trees to be felled by hand – as time permits.
  • Meeting minutes digitization project – ongoing.
  • Board member position description: Secretary – 1st draft completed – as time permits.
  • Draft monthly website message schedule.
    • No objections.

Architectural: Kevin Quick

• 93rd Ct.: One of the more modern-looking homes has planned a major addition to the back of the house.
  • Architectural plans were submitted to the HOA and the conclusion is that the changes will not impact adjacent homes.  No trees will be removed.
  • Approved.

Covenants: Ellyn Jeck

• Two letters were sent to homeowners levying fines totaling up to $1,000 for CC&R violations.
• A homeowner on King Rd. needs to replace the roof which is in serious disrepair.
  • Homeowner may opt for a metal roof – the HOA Board may consider approving a metal roof depending on the style and design.

Kathy Barenbrugge: Stated that her home had mail stolen from the box.
Caroline Wharton: Stated that she will be available to help out during the Spring Yard Waste Bin period. 

General Discussion: None.

Adjournment: Meeting adjourned by President at 8:32pm.
Next Regular Board Meeting:  Tuesday, April 8, 2025 – in person – Location TBD. Check http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule

Scott Mountain Homeowners Association
Board Meeting Minutes – 02.04.2025

Location: Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR
Next Meeting: Tuesday, March 4, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Caroline Wharton
Board Members Absent: Darrell Maxwell, Kathy Barenbrugge
Homeowners Present: Dave Blank, Nancy Hall, Randy Flynn
Guests: None
Call to Order:  7:08pm by President

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

Homeowner Topics: 

• Randy mentioned mailboxes being left open on 100th drive in the morning
• Randy mentioned some people with backpacks walking through the neighborhood one morning
  • He talked with them and they said they were staying at apartments on Johnson Creek and were lost
• Dave Blank was curious about how much money is “past due” to the HOA
• Dave Blank open discussion about liens placed on houses and how the money comes back to the HOA

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick 

• Police activity house on Cleone Ct
  • House is pending auction sale
  • Owner was removed and has pending legal actions against them

Vice President: Josh Gavrich

• Nothing to report
• Will monitor the lighting as the temperatures change, have seen failures of lights in the past after freezing temperatures.

Treasurer: John Chapman

• Balance is ~$37k
• Online payment portal or system availability discussion
  • Something to look into for Venmo/Square/Zelle or with Umpqua
  • Looking to future dates, budget will be discussed in March, set in April and invoices will go out in May.
    • Will address houses that are >$500 past due with first letter [of three] to start lien process

Secretary/Environmental: Darrell Maxwell

• Light bulb on #17 was replaced. 
• The main light sensor located at the pathway entrance at 99th was replaced.

Architectural: Kevin Quick

• Install of shed on house on Stevens without notification to the board
  • Will follow up with neighbor to discuss the normal method to follow
• No further developments regarding home on Kela Ct [Pl?] that may be an adult foster care

Covenants: Ellyn Jeck

• Letter sent to Stacey Ct house regarding the rubbish and continued issues and invited them to the meeting.
  • Walked by the house recently and it appears to be cleaned up for now
  • Letter stated that it needed to remained cleaned up due to repeated issues
• Letters to write for unauthorized tree removals with fines
• Reminder on Facebook and/or website about trashcans and invasive species poking up [blackberries]
• Regarding short term rentals - looking at establishing ~1 month as a minimum
  • All board members in agreement
• Cherry tree in central woods
  • HOA needs to get another assessment of the cherry tree to see about removal for safety reasons and due to being invasive.

Kathy Barenbrugge

• Not present

General Discussion: 

• What do we want to accomplish this year?
  
  • Need to look at additional cleanup of green spaces
    • Have had some contact with homeowners from uphill side of 100th/Cleone about some of the heavy growth near Champagne Ln
  • Asphalt repairs in sections
    • Start at 99th between Stevens and King [entrance to central woods]. Can an asphalt company do work without impacting the roots [cause of the asphalt failures]?
  • Planting of trees
    • Timing of planting
    • Types of trees [Doug Fir, Maple, Oak]
• Shifting the next meeting to March 11th, 2025 [due to absences]

Adjournment: Meeting adjourned by President at 8:17pm.
Next Regular Board Meeting:  Tuesday, March 11th, 2025 – in person at Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 97086.  Check http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule

Scott Mountain Homeowners Association 
Board Meeting Minutes – 01.07.2025 

Location: Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 
Next Meeting: Tuesday, January 7, 2025 
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck, Kathy Barenbrugge, Board Members Absent: Caroline Wharton 
Homeowners Present: Dave Blank  
Guests: None 
Call to Order:  7:04pm by President 

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

Officer Elections:  

• Positions:  President, Vice President, Treasurer, Secretary.
  
  • None present expressed interest in changing positions.
    
  • It was unanimously agreed that each officer will remain in their seat for another term.

Homeowner Topics: None. 

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick  

• The holiday lights contest was a success with approximately 8.2% more votes in 2024 over 2023.
  • 2024 vote totals: 17 homes submitted votes.
• Concerns in the neighborhood
  • Kela Ct. alleged Adult Foster Home
    • The homeowner has been notified numerous times that operating a business of this nature is not allowed and seems to be moving forward with the AFH regardless of restriction.
    • HOA will be in a position to take further action once the AFH is operating.
• Oct. 2007, The HOA established fines in the amount of $100/notice and $50/day for home that continue to violate the by-laws and covenants after verbal or written warnings.
• Home on Stacy Ct.: debris in yard has not improved substantially.
  • Homeowner has been notified by letter twice that cleanup is required.
  • Next step, one more letter, then fines will likely be assessed.
• Home on Kela Pl. has numerous cars parked on the street which is creating tension with other neighbors
  • Clackamas County Sheriff visited the home and asked the homeowner to follow the parking regulations.
  • 1st request/warning letter from HOA is to be mailed this week.
• Cherry Tree, NW Central Woods
  • Neil obtained a metal detector from the public library (yes, the public library).
  • Next step is to use the metal detector to identify the property lines / confirm that the tree is on HOA property (though, based on rough estimates, the tree is likely on HOA property).
• ▪ If the tree is on HOA property, the board approves removal based on the tree being invasive and shedding fruit onto the pathway which causes a hazard.

Vice President: Josh Gavrich 

• Light #17, suggests replacing light sensor as long as Stoner Group is climbing the pole to replace the bulb.

Treasurer: John Chapman 

• Reports that he is working on a list of Treasurer responsibilities – developing a basic outline/training packet for any future Treasurers.
• Bank balance as of today is $37,854.
• 81% of homeowners have paid their dues, which is 2%-3% better than this time last year.
• Forecasting fiscal year-end balance of $31,000 (April is fiscal year).

Secretary/Environmental: Darrell Maxwell 

• Digitization project equipment was purchased
  • Under the $300 budget.
    • Page scanner, external storage drive, back-up-flash drive.
  • Project will progress as time permits.
• Tree removed behind Nancy’s house completed.
• Adjacent tree deemed healthy (homeowner asked that it be inspected).
• Invasive Cherry trees on South side of the Central Woods
  • One down in December, two to go!
• SMHOA Website Updates
  • If there is no objection, Darrell will provide periodic, relevant content as time permits.
• Holiday Lights Contest
  • 17 total votes based on the spreadsheet that was distributed.
  • All agreed that we should use the same system next holiday season.
• Environmental Committee scope of responsibility (see attachment examples from various sources)
  • Darrell will develop a rough description of the responsibilities, and the board will provide input before finalizing.
• Darrell will work on a draft of a “New Board Member Welcome Packet” (long-term project).
  • “You joined the board, now what?”

Architectural: Kevin Quick 

• 99th tree was cut without board approval in October 2024 – fine should be assessed.
  • Homeowner has not provided proof that the tree was a danger.
• Home on King Rd. has confirmed with an arborist that several trees are dying and dangerous – recommend removed.
• 96th Ct. a large tree was removed (except for part of the trunk) – fine should be assessed.
• Home on Stevens that was short-term Airbnb rental (in violation of HOA rules) shows evidence that it has switched to 30-day minimum rental period.
  • Question: Does this satisfy HOA guidelines?
• Kevin requested approval from the board to engage an attorney to clarify HOA rights and define HOA guidelines.
  • Kevin will investigate the cost of obtaining legal guidance.

Covenants: Ellyn Jeck 

• N/A

Kathy Barenbrugge 

• Confirmed that she is included in the board email list.

General Discussion: None. 

EXECUTIVE SESSION CALLED BY JOHN CHAPMAN: 8:12PM 

• A home that has significant dues arrears is working to pay off a large past due balance.
  • Question: On a case-by-case basis, when a homeowner can demonstrate hardship, and genuine good faith to repay their balance, should the board forgive some or all fines and/or interest to make the payments more reasonable and provide some relief?
  • Homeowners would remain liable for all dues owed.
  • Consensus: the board approved an option for waiving back interest when a homeowner acts in good faith to pay past due balances and can demonstrate hardship.
  • John made a motion to excuse a portion of the interest and late dues penalties – not the balances owed.
  • Fines imposed for cutting down trees without prior HOA approval will not be excused.
• Kevin made a motion to excuse the fines and interest per John’s request.
  • Seconded and unanimous approval by all board members present.

EXECUTIVE SESSION CLOSED AT 8:21 PM 

Adjournment: Meeting adjourned by President at 8:21pm. 
Next Regular Board Meeting:  Tuesday, February 4, 2025 – in person at Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 97086.  Check http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule. 

Attachment: 
Example Environmental Committee Scope of Responsibility 
Common Area Maintenance: 

• Inspections: Conduct regular assessments of common areas to identify maintenance needs and potential improvements.
• Contractor Coordination: Collaborate with landscaping and maintenance contractors to ensure quality work and adherence to community standards.

Environmental Initiatives: 

• Sustainability Programs: Develop and promote initiatives such as recycling programs, energy conservation efforts, and water usage reduction strategies.
• Educational Outreach: Organize workshops or distribute materials to educate residents on environmental best practices.

Landscape Planning and Design: 

• Aesthetic Enhancements: Propose and oversee projects aimed at beautifying the community, including the selection of plant species and design elements that align with the local ecosystem.
• Budget Management: Work within allocated budgets to implement landscaping projects and maintenance plans.

Policy Development: 

• Guideline Creation: Assist in formulating and updating community guidelines related to environmental practices, ensuring they reflect current sustainability standards.
• Compliance Monitoring: Ensure that both the HOA and residents adhere to established environmental policies and regulations.

Resident Engagement: 

• Feedback Solicitation: Gather input from residents regarding environmental concerns and suggestions for community improvements.
• Volunteer Coordination: Organize community clean-up events or tree-planting days to foster resident involvement in environmental stewardship.

Reporting: 

• Regular Updates: Provide the HOA board with detailed reports on committee activities, project statuses, and any emerging environmental issues.
• Meeting Documentation: Maintain accurate records of committee meetings, decisions, and action items.

Sample of sources: 
https://www.hoamanagement.com/hoa-committees-types-and-guide/?utm_source=chatgpt.com
https://www.fsresidential.com/corporate/news-and-articles/articles/what-are-hoa-committee-roles-and-responsibilities/?utm_source=chatgpt.com 
https://vinteum.io/hoamanagement/hoa-committees/?utm_source=chatgpt.com 

Scott Mountain Homeowners Association
Board Meeting Minutes – 11.12.24

Location:  Monarch Hotel Conference Center, Room 248
Next Meeting: Tuesday, January 7, 2025
Board Members Present:  Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck
Board Members Absent:  None
Homeowners Present: Dave Blank, Nancy Hall, Niel Gavrich, Kathy Barenbrugge, Caroline Wharton, James Allen, John Williamson, Tom Carle 
Guests: None
Call to Order:  7:01pm by President

Approval of Meeting Minutes: All board members present voted to approve the minutes from the October meeting with correction of 'Idleman' spelling and the date for the next regular board meeting.
Board Member Terms Up for Renewal and Nominations:

• Josh Gavrich 
• Darrell Maxwell 
• Two new nominees:  
  • Caroline Wharton
  • Kathy Barenbrugge

Unanimous Vote in Favor of Election and Re-election: The Board unanimously re-elected Josh Gavrich and Darrell Maxwell and appointed Caroline Wharton and Kathy Barenbrugge to new terms.

Homeowner Topics:  

• John Williams: inquired as to who is the owner of the home adjacent to his, potential adult foster home, perceived lack of friendliness of individuals coming and going from the home.  
  • Kevin Quick advised that a letter was sent addressed to the homeowner at 9844 SE Kela Ct outlining HOA bylaws and covenants.
    • To date, the owner hasn’t responded.
    • Recommends that we try to make contact again.
• Dave Blank: suggested adding a bylaw restricting adult foster home facilities.
  • Kevin noted that the special session held on 8/14/24 resulted in a determination that the operation of adult care facilities is a violation of the existing covenants.
    • The decision was based on Article IV, Section 4.1(4) of the Scott Mountain Protective Covenants, it states: "No trade, craft, business, profession, commercial or similar activity of any kind shall be conducted on any lot, nor shall any goods, equipment, vehicles, materials, or supplies used in connection with any trade, service, or business be kept or stored on any lot.”
• Tom Carle: comment on the home that is most likely operating as an Airbnb.
  • Kevin previously spoke with the homeowner who acknowledged the restrictions and claimed he would remove the rental listing.
    • ​To date, it seems that the rental posting has not been removed.
    • Next step is to contact Airbnb to request that they deactivate the listing.
    • Fines may be assessed: Article IX, Enforcement section, describes the HOA’s rights to enforce compliance, including imposing fines for violations and specifying procedures for handling non-compliance.
• James Allen:  requests that the board address an issue with a mattress that has been sitting in front of the home at 10656 99th since July.
  • Kevin will speak with the homeowner about the mattress and a car that has been parked on the street for an extended period.
• The porta-potty has been removed from the corner on Idleman as of 11/12. 
• Dave Blank: previously emailed examples of Microsoft Excel Income Statement and Balance Sheet that he claims are required (see attached).
  • Dave expressed concern that if the HOA does not use the specific forms, the HOA may be out of compliance with the Covenants and State of Oregon.
  • Dave inquired about the HOA's tax filing status, specifically whether it files under Section 528 or 501(c)4. Requests confirmation of how the HOA files.
  • The treasurer states that the way the financial reports are currently being presented is appropriate for SMHOA and there are no plans to use the forms that Dave provided.
    • President concurs with and defers to Treasurer’s decision.

BOARD OFFICERS/COMMITTEE REPORTS 
President: Kevin Quick 

• Confirmed that no homes in the SMHOA are listed on the county register of Adult Foster Care type facilities.
• Holiday Lights Contest:  
  • Vote deadline moved to 12/20.
  • Drop off six winner yard signs to Darrell.
  • John to order six gift cards for the winners.
  • Josh to explore a QR code voting option using Google Docs.
  • Caroline may have battery operated fairly lights to adorn the box at 98th and King Way.
  • Darrell suggested posting more contest notices around the neighborhood.
• RV parked on the street issue has been resolved.
• Owner at 10656 99th has promised to move a car that has been parked on the street too long.
• Green Volkswagen on SE Gia Ct. has been parked in the same spot on the street for what appears to be months.
• Fine needs to be assessed for the removal of a tree at upper 99th.
  • Homeowner was warned and did not respond. 

Vice President: Josh Gavrich

• Metal detector, estimated to cost $30-$35 per day to rent.
  • Ellyn Jeck will ask a friend to borrow a metal detector she owns.

Treasurer: John Chapman

• Received letter from resident on 93rd CT. about a travel trailer sitting on the street for 3 months.
  • Spoke to homeowner and the vehicle has been removed.
• Will contact Clackamas County Sherrif about two specific vehicles, in different locations, parked on the street for extended period of time.
• $42,178 bank balance as of last statement.
• Recently sent 14 letters to homeowners who are 2 years or more behind.
• Some of the homeowners have submitted past due payments.

Secretary/Environmental: Darrell Maxwell

• Nomination of Caroline Wharton (9727 SE King Way) to a seat on the board. 
• Proposal: 
  • Digitization (text-searchable) of HOA records and minutes.
  • HOA document storage strategies.
• Motion for a $300 budget to work on the projects was approved.
• Moss removal and bush trimming pathways 96th Ct to 95th Ct. and 96th Ct to 93rd Ct
  • A request for service of these pathways was made on Oct. 24th, Garrett Blunt provided a 3–4-week timeline for completion.

Architectural:  Kevin Quick

• Nothing to report.

Covenants:  Ellyn Jeck

• Multiple attempts to contact the resident at Stacy Ct. about a washer and dryer sitting in the driveway for some time now.  No response so far.  
  • Ellyn/Kevin suggest that we give them another 1.5 weeks, then John will assess a fine.
• Home with fig trees growing well into the pathway – will contact them to request they trim ASAP.

Kathy Barenbrugge

• Question about a tree on her property.
  • Kevin advised; no approval needed to have trees trimmed.
  • Advised that any tree over 6” in diameter requires board approval to be cut down.
    • And an arborist, licensed, needs to confirm that a tree can’t be saved.

Caroline Wharton

• Mentioned a PGE light post that is burned out on 97th Ct.
  • She has reached out to PGE multiple times with no response.
  • Board advised her to keep contacting PGE and make note of the serial number on the pole.

General Discussion: None.

EXECUTIVE SESSION CALLED BY KEVIN QUICK

• John discussed multiple homes in arrears with back dues owed, including interest and fines
  • Question:  On a case-by-case basis, when a homeowner can demonstrate hardship, and genuine good faith to repay their balance, should the board forgive some or all fines and/or interest to make the payments more reasonable and provide some relief?
    • Homeowners would remain liable for all dues owed.
  • Consensus: the board approved an option for waiving back interest when a homeowner acts in good faith to pay past due balances and can demonstrate hardship.

EXECUTIVE SESSION CLOSED AT 8:49PM

Adjournment: Meeting adjourned by President at 8:49pm.
Next Regular Board Meeting:  Tuesday, January 7, 2025 – in person. The likely location will be Roundtable Pizza at 10389 SE 82nd Ave, Happy Valley, OR 97086.  Check the HOA website for any changes as the date nears. Normal meetings are to be conducted on the first Tuesday of the month, except in July and December when there will be no meeting. 

See attachments below:

Scott Mountain Homeowners Association
Board Meeting Minutes – 10.15.24

Location: Roundtable Pizza, 10389 SE 82nd Ave, Happy Valley, OR 97086

Update to Fall Meeting Schedule:

• November 5th meeting to November 12th

Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich
Board Members Absent: Ellyn Jeck
Homeowners Present: Dave Blank, Nancy Hall, Nina Quick, Niel Gavrich
Guests: None

Call to Order: 7:04pm by President
All board members present voted to approve the minutes from the September meeting.

Homeowner Topics:

• Dave requested a copy of HOA 2023-2024 financial statements.
  • Provided some advice on which IRS forms may be appropriate for the HOA.
• 99th and SE Idleman Rd, Home has had a portable toilet sitting on the street for an extended period of time – it is being professionally serviced periodically but the HOA should confirm why it has been there so long.
• SE 99TH and Nancy Ct. there is a large pile of trash in a home’s driveway that is an eye sore and should be addressed.
• HOA received a letter from a homeowner on 93rd CT. asking to address a neighbor’s RV trailer that has been on the street for an extended period.
• Waste Bin: It is difficult to drop the bins exactly in the location specified; however, speak to Recology about avoiding dropping them too closely together.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• 2024 Fall Newsletter
  • President’s corner
  • General Information
  • Holiday Lights Contest
  • HOA Annual Meeting and board elections
  • Recruit new board members
  • Remind Homeowners abut rules related to political signage in yards
  • Treasurer updates
• Board elections will be held in November on the 2nd Tuesday at The Monarch Hotel
  

Vice President: Josh Gavrich

• The HOA reservation for metal detector at the county library is still in the Q.
  • Will look into renting one from Home Depot or another tool rental org.
• Pathway lighting project should be put on hold until Spring when the days are longer.
  • None of the lights are burned out and none are obviously flickering.

Treasurer: John Chapman

• Researching tax implications of any interest the HOA earns on certificates of deposit.
• Accountants have filed the HOA tax forms and we are waiting final approval from the IRS.
• Homeowners will be reminded the covenants restrict parking of RV or trailers on the street or in front of the house without notifying the HOA.
• Andres 95th to 93rd has a lot of moss on the pathway.
• Bank balance as of $42,263 as of 10.15.24.
• Researching the official process by which the HOA may apply liens to homes that have not paid dues in numerous years. The process entails visiting the county recorder’s office and confirming correct forms, etc.
• To email 2023-2024 P&L to board and Dave Blank.

Secretary/Environmental: Darrell Maxwell

• Fall yard waste bins schedule: Friday, November 8th to Monday, November 11th (locations are not exact and may change based on circumstances).
  • 9921 SE KELA
  • 10312 SE 99TH
  • 10228 SE 100TH
  • 10558 SE 96th Ave
  • 9924 SE GIA
  • 10493 SE 98TH
• Planning to cut down several more of the cherry trees designated as invasive – time permitting.

Architectural: Kevin Quick

• Activity has been minimal.
• House on Kela Ct. appears to be establishing an Adult Care Facility and we have not been able to make contact with the owner.
• The HOA has recently received requests to establish Adult Care Facilities which have been declined.

Covenants: Ellyn Jeck

• Not in attendance

General Discussion:

• None

Adjournment: Meeting adjourned by President at 8:00 pm.

Next Regular Board Meeting: Tuesday, November 12th, 2024 – Annual Meeting 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.

Scott Mountain Homeowners Association
Board Meeting Minutes – 09.03.24

Location: Monarch Hotel conference room, 218

Update to Fall Meeting Schedule:

• October 1st Meeting to October 8th – Annual Meeting
• November 5th meeting to November 12th

Board Members Present: Kevin Quick (via video link) John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck
Board Members Absent: Dave Nachand
Homeowners Present: Dave Blank, Nancy Hall, Sally Robinson
Guests: None

Call to Order: 7:00pm by President

Approval of Meeting Minutes: All board members present, and Kevin voted to approve the minutes from the August meeting.
Homeowner Topics:

• Nancy was pleased to report that a home, seeming abandoned, has been partially cleaned up.
  • Dave commented that the HOA has authority to enter a lot to conduct necessary cleanup
    • Page 12 of the covenants
• Sally Robinson discussed a tree in her yard that she says is leaning toward her house. She says the tree is obviously sick and is requesting approval to have it removed without an arborist assessment.
  • Kevin will visit the property later this week to inspect the tree and provide approval if it is obvious that the tree is dying and is in danger of falling
• Josh noted a porta-potty at a home on 99th has been there for several months.
  • HOA will send a letter to the homeowner asking the status.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Report on the special executive session board meeting held on August 14th, 2024 (Virtual – attended by Kevin, Josh, John, and Darrell)
  • Discussion of the HOA policy on businesses, including not-for-profit organizations operating in the neighborhood that require employees and cause additional traffic, deliveries, emergency services.
  • Specifically:
    • 10833 SE 95th Ct requested approval to operate an Adult Foster Care Home.
    • 9844 SE Kela Ct. – neighbors report that the new owners of this home are planning some type of adult or elder care facility – they have not contacted the HOA for approval.
    • Primary concern: These types of businesses violate the CC&R clause against operating a business out of a home in the HOA.
      
      • Justification:
        - Customers coming to obtain goods or services at the site.
        - Employees providing, manufacturing, or delivering goods and services from the site.
        - Employees identifying the site (e.g. to law enforcement or for tax purposes) as their place of business and not holding ownership interest in the site.
        - Goods and materials delivered to the site on a regular basis to support the operations aspect.
        - The substantive portion of the activities performed at the site being related to goods or services as opposed to residence or leisure.
        - Habitation being long-term vs. transient/short-term.
        - Laws and regulations applicable to the site's activities above and beyond those normally applicable to a primary residence.
        
      • All members present at the special session on 8/14 voted against approving the establishment or operation of adult care facilities within the HOA.
      • Question from John Chapman: Based on the amount of information about government regulations related to Adult Care Homes – should we be concerned about violating federal or state law?
        
      • The consensus among the board is that we are not violating any laws.
        
      • Kevin indicated that the board could revisit the policy in the future, if we suspect the HOA is at risk of violating the law.
        
      • Motion to approve the decision to restrict active businesses as described above was made by Ellyn Jeck
        
      • Vote: All board members present voted in favor of rejecting two requests for homes to be used as Adult Care facilities and homes to be used for commercial business purposes that require any or all, but not limited to, the following: employees, vendor deliveries, inventory/supplies storage.
        
    • Discussion about a home that was foreclosed, and the yard has become unsightly.
      • Should the HOA pay to keep up the yard?
      • Not yet. Recouping the expense is complicated.

Vice President: Josh Gavrich

• Working on the pathway light sensor issues – obtaining quotes so we can decide if/when the work should be done

Treasurer: John Chapman

• Progress has been made on the tax liability and nonprofit status of the HOA.
  • Engaged an accounting firm: Advisors NW Tax Accounting & Payroll .
  • Updated back returns have been submitted to the IRS.
  • Cost of the accounting work is just under $700.
  • The HOA tax exempt status/nonprofit status has been filed and is expected to be approved by the IRS.
• HOA Dues checks continue to be received.
  • In October, the first letter will be sent to homes that have not yet paid the dues.
  • With the HOA bank balance at $40,000, it may be advisable to purchase a 3 – 6 month certificate of deposit in the amount of $10,000 to $15,000.

Secretary/Environmental: Darrell Maxwell

• Fall yard waste bins schedule: Friday, November 8th to Monday, November 11th

Architectural: Kevin Quick

• Homeowner has had a request in to address a cherry tree adjacent to his home that drops fruit onto the pathway creating a possible hazard. Kevin inspected the area hoping to find out if the tree was on HOA or homeowner property. Also, looking at the county website, it is not clear exactly where the lot lines are. Josh has put in a reservation for a metal detector from the library to locate the property assessment stakes. More to come.

Covenants: Ellyn Jeck

• The yard at the house on Stacie appears to have been cleaned up.
• Continues to be in communication with Ash Creek about future projects.
  • Kevin suggested that it is financially prudent to postpone Ash Creek work until spring of 2025.

General Discussion:

• Sally suggested that the HOA look into using the free meeting space at Roundtable Pizza on 82nd.
  • John will look into it.

Adjournment: Meeting adjourned by President at 7:58 pm.
Next Regular Board Meeting: Tuesday, October 15th, 2024* – Annual Meeting 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.

Reminder: The October 1st meeting has been moved to October 15th * and the November 5th meeting to November 12th. (*post meeting edit)

ADDENDUM:
Kevin Quick
Wed, Aug 14, 9:41 PM
to John, Josh, me, Ellyn
Per Clackamas County Zoning (https://dochub.clackamas.us/documents/drupal/b3363b58-56ec-4de9-8de6-9d7a702c9f1c):

• COMMERCIAL USE: The use of land and/or structures for the conduct of retail service, office, artisan, restaurant, lodging, child care, adult daycare, entertainment, private recreational, professional, and similar uses. NURSING HOME: A nursing, convalescent, or rest home facility licensed by the State under ORS chapters 441 and 442, or an assisting living facility licensed under ORS 443, which provides, for a period exceeding 24 hours, the continuous services of licensed nursing personnel to care for chronically ill or infirm patients, exclusive of those patients related to the owner or facility administrator by blood or marriage. Such nursing, convalescent, or rest home must provide nursing services to those patients who, in the judgment of a physician, registered nurse, or facility administrator, require remedial, restorative, supportive, or preventive nursing measures.
  
• In the Residential Zoning documents: https://dochub.clackamas.us/documents/drupal/a7c6fa2c-d411-4418-91e0-3a73ef1e71ab
  
• Section 315 applies to land in the Urban Low Density Residential (R-2.5, R-5, R-7, R-8.5, R-10, R-15, R-20, and R-30), Village Standard Lot Residential (VR-5/7), Village Small Lot Residential (VR-4/5), Village Townhouse (VTH), Planned Medium Density Residential (PMD), Medium Density Residential (MR-1), Medium High Density Residential (MR-2), High Density Residential (HDR), Village Apartment (VA), Special High Density Residential (SHD), and Regional Center High Density Residential (RCHDR) Districts, hereinafter collectively referred to as the urban residential zoning districts.
  
• Use R-5–R-30 VR-4/5 & VR-5/7 R-2.5 VTH PMD MR-1 MR-2 HDR VA SHD RCHDR
  Daycare Services, Adult C C C C C C C L5,C C L2,C3 L4
  Nursing Homes C C C P P P P P P P P
  
• Our zoning is generally R10 or R15 if I'm not mistaken.
  
• In the Commercial Zoning documents: https://dochub.clackamas.us/documents/drupal/439eecef-f529-4215-9650-44333a87124a:
  
• Section 510 applies to land in the Neighborhood Commercial (NC) Community Commercial (C-2), Regional Center Commercial (RCC), Retail Commercial (RTL), Corridor Commercial (CC), General Commercial (C-3), Planned Mixed Use (PMU), Station Community Mixed Use (SCMU), Office Apartment (OA), Office Commercial (OA), and Regional Center Office (RCO) Districts, hereinafter collectively referred to as the urban commercial and mixed-use zoning districts.
  
• CLACKAMAS COUNTY ZONING AND DEVELOPMENT ORDINANCE 510-6
  Last Amended 9/5/23 Use NC C-2 RCC RTL CC C-3 PMU1 SCMU OA2,3 OC RCO
  Daycare Services, Adult P P P P P P P P P L5,C L6,C 
  Nursing Homes X X X X X X P P L X X
  

1. “P” means the use is a primary use.
   
2. “A” means the use is an accessory use.
   
3. “L” means the use is a limited use and shall be developed concurrently with, or after, a primary use.
   
4. “C” means the use is a conditional use, approval of which is subject to Section 1203, Conditional Uses.
   
5. “S” means the use may be authorized only pursuant to Section 106; however, identifying a use as “S” does not indicate that any determination has been made regarding whether the use will be authorized pursuant to Section 106.
   
6. “X” means the use is prohibited.
7. Numbers in superscript correspond to the notes that follow Table 510-1.

• Section 1203 (https://dochub.clackamas.us/documents/drupal/5a8a794e-e78d-4ca4-9f1d-590d81cfecc3)
• D. The proposed use will not alter the character of the surrounding area in a manner that substantially limits, impairs, or precludes the use of surrounding properties for the primary uses allowed in the zoning district(s) in which surrounding properties are located.
  
• E. The proposed use is consistent with the applicable goals and policies of the Comprehensive Plan.

Based on the above, it appears that these types of homes are intended for Medium to High Density Residential or Commercial (as Day Care), whereas we are Urban Low Density Residential.
-Kevin

Scott Mountain Homeowners Association
Board Meeting Minutes – 08.06.24
 
Location:  Monarch Hotel conference room, 218
 
Board Members Present:  Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck
 
Board Members Absent:  Dave Nachand
 
Homeowners Present: Dave Blank, Nancy Hall, Paul Carey
 
Guests: None
 
Call to Order:  7:00pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes from the June meeting.

Homeowner Topics: 

• Paul Carey – Alerted the board to a list of ongoing home improvement projects.
  • Advised that it may be necessary to work on things like heating and cooling before aesthetic improvements such as exterior paint and roof replacement.
    • Board members in attendance agreed.

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Move the October 1st Meeting to October 8th – All board members in attendance greed.
• Move the November 5th meeting to November 12th -- All board members in attendance greed.
• Advised that Ash Creek projects should be put on hold until the budget permits.
• Advised that one of the cherry trees in the central woods that is leaning significantly should be removed.
  • First, it needs to be determined if the tree sits on private or HOA property.
• A large tree adjacent to the pathway in the central woods (previously mentioned) that is leaning has been declared safe by an arborist.  No action is needed at this time.
• Ongoing pathway lighting issues with some lights remaining on during the day.
  • We have not seen a change in the dollar amount of the electrical bill for those lights.
  • Any repair project is likely to cost significantly more than the cost of electricity so is a low priority at this time.
• The upcoming block party details have been confirmed.
  • Saturday, August 10th, 11:00 am to 2:00 pm.
  • Thank you, Vanessa and Sarah, (and anyone else who helped) for your work putting this event together!

Vice President: Josh Gavrich

• Conducting a cost benefit analysis for fixing the light sensors that control, on/off, the pathway lights.

Treasurer: John Chapman

• Update: HOA tax status project is progressing with work being done whenever the accounting professional’s schedule permits.  More updates to come as they develop.
  • Advisers Northwest is the accounting firm that has been engaged on the project.
• Final P&L completed for 2023/2024
  • The largest expense - which contributed to the deficit -- was for open space management, including emergency projects related to a major winter storm.
  • Motion: should the board put together an action plan to collect HOA dues in arrears three years or more starting October 1st?
    • The motion was adopted by unanimous vote of the board members present.

Secretary/Environmental: Darrell Maxwell

• Recognize homeowners Glen & Kay Loehr (98th CT.) for repairing a large hole on the pathway in what is now being referred to as “Pugsley’s Woods,” toward SE Kela Pl. (See photo). 
  • Glen did the work at his own expense.
• Andres Landscaping Service Agreement
  • Had a meeting with Garrett from Andres Landscaping to review an outdated one-page scope of work document.
    • The goal: clarify the scope and schedule of work while not adding any expense to what the HOA pays.
    • The document has been refreshed, including removing some fees, and obtaining mutual agreement on the scope and timing of work to be done. 
• In June, Darrell requested permission from the board to cut down small diameter Cherry trees labeled as invasive (save the HOA money), which was approved.
  • Three of the trees have been felled with additional work planned for the coming weeks.

Architectural:  Kevin Quick

• A home near Derek CT. will provide their plans for upcoming maintenance.
• The removal of a dangerous tree between two homes on King Way has been approved.
  • An arborist examined the tree and advised that it should be removed.

Covenants:  Ellyn Jeck

• Has been engaged in mediation with multiple homeowners who presented issues of one kind or another related to covenants.
  • Numerous disagreements were resolved amicably.
• Met with Ash Creek to discuss continuing the work on the green spaces.
• Proposed the removal of several of the larger cherry trees.
  • These trees are designated as invasive.
  • The cherries are falling onto the pathways which could create a hazard.

 
General Discussion: None.
 
Kevin Quick called for a closed session discussion that started at 8:33 pm.

• The HOA has received a foreclosure notice for a home in the neighborhood.
  • The home will be sold at auction in December.

 
Adjournment: Meeting adjourned by President at 8:40 pm.
Next Regular Board Meeting:  Tuesday, September 3rd, 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.
Reminder: The October 1st meeting has been moved to October 8th  and the November 5th meeting to November 12th.

Pothole filled by Glen Loehr. Located on the pathway toward SE Kela Pl.

Scott Mountain Homeowners Association
Board Meeting Minutes – 06.04.24
 
Location:  Monarch Hotel conference room, 218
 
Board Members Present:  Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich, Ellyn Jeck
 
Board Members Absent:  Dave Nachand
 
Homeowners Present: Dave Blank, Nancy Hall, Darlene Swift, Niel Gavrich
 
Guests: None
 
Call to Order:  7:06pm by President
 
Approval of Meeting Minutes: All board members present voted to approve the minutes from the April and May meetings.

Homeowner Topics: 

• Nancy H. – identified an abandoned house up the street from her home that needs upkeep.
• Darlene S. – 98th CT house needs upkeep.
• Neil G.– mentioned a house on King Rd & 99th. that has overgrowth in the yard, several feet high.
  • Is that intentional landscaping or unattended overgrowth?
• Dave B. – Alerted the board of a Notice of Public Hearing on a Land Use Proposal (see attached).

BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• HOA Tax status project
  • John Chapman: CPA firms are generally not taking new clients. John secured an appointment with a firm on Sunnyside Rd. to explore working with them.
    • (Retainer is $500 + hourly rate TBD).
• Block Party update: Sarah and Vanessa are planning the event for Saturday August 10th, 2024
  • Time TBD
  • Activity ideas:  Police K9 visit, Clackamas County Fire Department Truck visit, Happy Valley Cert Team (neighborhood preparedness), Bouncy Houses, Chairs, Tables, Cornhole, Popcorn Machine, Shave Ice, Lemonade Stand.
  • Talk to Stan with Big Red Events about providing a food option.
  • Ideas on how to get the word out: 
    • Handmade flyers posted around the neighborhood and handed out /dropped off at homes, blank yard style signs from Home Depot
    • Mailer/postcard
    • Facebook / HOA Website

Vice President: Josh Gavrich

• Continues to monitor the pathway lighting to make sure things are working correctly.

Treasurer: John Chapman

• Annual dues received
  • As of June 2024, the HOA has received approximately $3,000 more than last year at this time.
  • Numerous homeowners in arrears have paid their past due balances.
  • The bank balance is $38,554 as of today.

Secretary/Environmental: Darrell Maxwell

• Finding time for planning to fill holes on the blacktop pathways (two identified)
  • Need to revisit the plan with someone who knows what they are doing
    • Blacktop patch or concrete?  Which would be more efficient? Which would look appropriate?
• Andres special project
  • John Chapman identified some inaccuracies on the invoice (Saved the HOA $400).
• Andres ongoing service agreement
  • Darrell Met with Rudy the supervisor to review the service agreement       
    • He was unfamiliar with much of what was on the document
  • Darrell will schedule a meeting with Andres Management at their offices (date tbd) to review and confirm that agreement.
• Darrell requested permission from the board to cut down small diameter Cherry trees labeled as invasive (save the HOA money).
  • Board approved.

Architectural:  Kevin Quick

• Request from homeowner to cut overhanging limbs from neighbor’s home received no response from that neighbor
  • Kevin will walk by the house and take a look – it may warrant the HOA contacting the neighbor.
• Upper 99th – it appears that a homeowner cut trees without approval (regardless of the health of the tree, the board must be notified and provide approval to cut trees greater than 6 inches in diameter and 5 feet in height).
• Multiple repainting and window replacement projects underway that were approved.

Covenants:  Ellyn Jeck

• Home on 100th with tree leaning against the home – other homeowners have expressed concerns about the tree and the upkeep of debris in the yard.
• Informed Rio from Ash Creek that we put the ongoing project on hold temporarily
  • Rio offered other more cost-effective options which will be explored.

General Discussion: None.
 
Adjournment: Meeting adjourned by President at 8:19  pm.
There will be no meeting in July.
Next Regular Board Meeting:  Tuesday, August 6th, 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.

Scott Mountain Homeowners Association
Board Meeting Minutes – 05.07.24

Location: Monarch Hotel conference room, 318

Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Josh Gavrich

Board Members Absent: Dave Nachand, Ellyn Jeck,

Homeowners Present: Dave Blank, Nancy Hall, Jim Graham, Lynn Allen

Guests: None

Call to Order: (Invoice envelope stuffing) 7:20pm by President

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

Homeowner Topics:

• Jim Graham, observation and things for the HOA to watch
  • Homeowners are not adhering to the yard signage guidelines – it’s important to enforce covenants consistently.
  • Abandoned vehicle on the street was removed after reporting.
  
  

BOARD OFFICERS/COMMITTEE REPORTS

President: Kevin Quick

• Arborist is coming to look at the tree in the central woods (previously mentioned) that appears to be leaning precariously.
• Tax status project – John Chapman continues to contact CPA firms about assistance – many firms are not taking new clients – the search continues.
  • D. Blank advised on statutes related to HOA tax filings and statutes of limitations
    • One option to explore is form 1120H – is a corporate return for HOAs
• Block Party Planning: Mrs. Schroeder is open to helping plan the party!
  • Budget estimate needed in order to start planning:
    • A possible budget of $1,500 is on the table.
  • Date: Sometime in August.
• Motion: Approve a budget of up to $1,500 for the block party:
  • Seconded by J. Chapman,
  • All board members in attendance voted to approve the motion.

​
Vice President: Josh Gavrich

• Has been looking into other lower cost options for the HOA monthly meeting – more to come soon.
• Someone reported an abandoned vehicle on Nancy Ct. – the board advised them to call Clackamas County Sheriff.

Treasurer: John Chapman

• Working with a home on King Way to take care of abandoned vehicles.
  • The property management company has been responsive.
• Budget projections update: Our balance as of the end of the fiscal year, April 30, was $18,761.03. I sent out about 50 of the invoices on May 1, and was able to deposit $1,250 on Tuesday morning, so our balance is a little above $20,000.

Secretary/Environmental: Darrell Maxwell

• As time permits, Darrell will inspect the asphalt pathways for small, obvious holes (not cracks) that can be patched with a “cold patch” type product.
• Monday, 5-13: Andres Landscaping has their scope of work for the special project to clear a 6’ margin of debris along the paved paths. They will use four assigned bins. If the bins are already full, Andres will cart away the debris for an additional charge.
• Inform John Chapman of how many crew members and how many hours are estimated for the Andres special project.

Architectural: Kevin Quick

• Homeowner on King has two trees that are clearly a danger and Kevin has approved the removal.
• A home on 99th is having windows replaced and minor work on the deck at the rear of the home which has been approved.
• It is time to start planning a project to plant native species in the central woods that will take over the invasive species. Ashe Creek is one option to do the work and Swamp Rose is another option
  • Based on recent expenses – it may not be possible to move forward until later this year.

Covenants: Ellyn Jeck

• Ellyn plans to send a letter to a home on Cleone Ct. that has had several complaints. When she talked to them before the last meeting, they said they were working on getting things cleaned up within the next couple weeks. She has continued to keep an eye on it. It does look as though they have cleaned up the side yard a bit, but the tree is still leaning on the house.
• Rio from Ashe Creek has emailed again regarding continued follow up. Are there any thoughts on when we would address this?

General Discussion:

• None.

Adjournment: Meeting adjourned by President at 8:03 pm.

Next Regular Board Meeting: Tuesday, June 4th, 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.

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.