May 2025

Scott Mountain Homeowners Association
Board Meeting Minutes – 05.06.2025
 
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, June 3, 2025
Board Members Present: Kevin Quick, John Chapman, Josh Gavrich, Ellyn Jeck, Darrell Maxwell, Kathy Barenbrugge
Board Members Absent: Caroline Wharton
Homeowners Present: Nancy Hall, Randy Flynn
Guests: None
Call to Order:  7:13pm by President (after envelope stuffing)
 
Approval of Meeting Minutes: All board members present voted to approve the minutes of the May meeting.
Homeowner Topics: None.
BOARD OFFICERS/COMMITTEE REPORTS
President: Kevin Quick

• Contacted three Portland area blacktop and concrete repair companies
  • Estimator will visit the central woods site for an initial inspection
• Priority is to obtain the estimate for asphalt work before the greenspace invasive species projects
• 100th at 99th, homeowner has a sick tree that has been approved for removal
  • Homeowner requested to remove two additional smaller Douglas Fir trees; however, the HOA generally does not approve such requests due to its strong preference for preserving existing trees and minimizing tree removal

(Note: The HOA is committed to protecting mature trees and natural landscape features. This includes restrictions on cutting down trees on both private lots and in common areas, which require prior approval and may result in fines or mandated restoration. The Scott Mountain Protective Covenants, recorded June 18, 1975, were established to ensure responsible development and long-term preservation of the neighborhood. Per Sections 4.1(21), 6.1, and 9.3,).

• Home on 99th near the path entrance has trees and bushes growing out into the roadway that may be causing a visibility hazard and should be trimmed back – Kevin will contact the homeowner
• Neighborhood cleanup project to be coordinated – looking for volunteers to manage the process
  • Date: Saturday, June 21st from 9:00 am to 10:30 am beginning on Hilcrest

Vice President: Josh Gavrich

• HOA nonprofit status is confirmed, the board can explore using Google Workspace for Nonprofits, which offers free tools like Google Docs, terabytes of cloud storage, and Google Sites for building and hosting a website
  • Enhancing collaboration, reduce costs, and increase transparency by providing board members easier access to a searchable database of meeting minutes and other records
  • Josh will investigate further

 
Treasurer: John Chapman

• Final general ledger for fiscal year 2024-2025 was distributed to board members for review
• Final P&L for 2024/2025 was distributed to board members for review
  • Total revenue = $42k for the last two years based on incoming past-due payments and interest penalties
• Pre-lien letters sent to several homeowners in lengthy arrears
• 1120H: SMHOA is an 1120H organization -- the HOA has filed as such
• Andres landscaping to service the homeowner yard at the top of 98th ct. and will follow up by spraying the yard to inhibit rapid growth

Secretary/Environmental: Darrell Maxwell 

• Thank you -- Glenn Loehr for his assistance felling three cherry trees that were tagged as invasive and clearing two dead trees that had partially fallen (see images on the website)
• Approved for use: final draft of the new board member welcome packet
  • URL link to the document or a PDF attachment to be shared with new board members or homeowners considering joining the board
  • Also, will be made available on http://www.scottmountainhoa.com/
• Test program: Bollard/post signage communication program
  • Purchase one sign first to confirm that it works as intended
• Invasive Herb Robert (Geranium Robertianum) and Cleavers (Galium Aparine) a.k.a. Stickyweed (see hand-out and attachment) – these plants will eventually need to be removed

 
Architectural: Kevin Quick

• None

 
Covenants: Ellyn Jeck

• Engaging with homeowners about tree removal guidelines, recent arborist inspections, and any fines or next steps—part of our ongoing effort to protect the neighborhood’s trees and keep everyone informed

Board member contributions:

• Kathy Barenbrugge: Considering taking a committee position sometime in the future
• Caroline Wharton: None

General Discussion:
Adjournment: Meeting adjourned by President at 8:06pm.
Next Regular Board Meeting:  Tuesday, June 3, 2025 – in person – Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Visit http://www.scottmountainhoa.com/ for any changes to the meeting location or schedule.
 
See attachments next pages 
 
BollardTopper™ https://cstoresignsdirect.com/

This sign can be mounted to the bollards at each pathway entrance and used to display seasonal or informational messages—such as reminders to clean up after pets, QR codes for the holiday lights contest, yard waste bin dates, or notices about the HOA annual meeting.
If the board decides to include street names (per Susan Hook’s suggestion), the signs can be doubled—one facing inward with the street name, and one facing outward with community messaging.
Description: A weather resistant sign-frame attached to a bollard post designed to communicate advertising, safety, directional, or anu messaging. Our Bollard Topper sign easily attaches to any size Bollard post using the supplied hardware.  With its top loading slot, you can drop in changeable messages to suit your need.  Regular price$ 75.99
Sign Specifications:

• Dimensions: 10” x 12” 
• Viewable Area: 8" x 10"
• Durable aluminum frame with black powder coat finish
• Blank Aluminum Sign Face
• Protective round corners
• Weather resistant
• Adjustable metal connecting hardware included
• Fits bollard diameter 4” and larger

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​Herb Robert (Geranium robertianum), also known as "Stinky Bob," is an invasive annual or biennial herbaceous plant commonly found in shaded or partially shaded woodlands of the Pacific Northwest. Recognizable by its small pink-to-purple flowers, deeply divided fern-like leaves, reddish stems, and pungent odor when crushed, Herb Robert spreads aggressively through prolific seed production, rapidly colonizing disturbed areas. It often forms dense mats in forest understories, displacing native vegetation by monopolizing available space and nutrients, thus diminishing local biodiversity. Despite its invasiveness, Herb Robert does not inhibit the growth of other aggressive invasive species such as English ivy or Himalayan blackberry. Effective control requires manual removal or careful application of targeted herbicides to prevent its further spread.

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​Cleavers (Galium aparine), also known as stickyweed or catchweed bedstraw, are edible and have a long history of use in traditional herbal medicine. They are often consumed as a mild diuretic or detoxifying tea, particularly for lymphatic and urinary system support (Herbal Academy). In natural ecosystems, cleavers can serve as a ground cover plant that provides modest habitat benefits for insects and small animals, contributing to microhabitat diversity. However, due to their rapid growth and seed dispersal, cleavers can spread aggressively and may require management in home gardens, restoration sites, or conservation areas to prevent displacement of native species (CABI Invasive Species Compendium).

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