March 2025

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    • updating out of date or deteriorating signage.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