January 2025

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