November 12th, 2025

Scott Mountain Homeowners Association
Board Meeting Minutes – 11.12.2025
Location: Scott Mountain Elementary School, 11201 SE Stevens Rd, Happy Valley, OR 97086
Next Meeting: Tuesday, January 6th, 2026
Board Members Present: Kevin Quick, John Chapman, Darrell Maxwell, Ellyn Jeck, Kathy Barenbrugge
Board Members Absent: Caroline Wharton, Josh Gavrich
Homeowners Present: Dave Blank, Nancy Hall, Tanya (last name?), Randy Flynn, David Gilman,
Guests: None
Call to Order: 7:04pm by President

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

• Dave Blank
  • Alerted the board to a neighbor adjacent to his home that replaced their roof without approval from the Architectural Committee.
  • Dave reports that the new roof is not different from the previous.
    • Kevin Q. will reach out to the homeowner to remind them of the guidelines.
  • Regarding property lines and boundaries, Dave introduced several tech-based solutions (see appendix).
• David Gilman updated on the rebuilding of the home that was destroyed by fire.
  • Kevin is working closely with the architects and builders to ensure no trees are removed unless verification by the arborist (who states that none of the trees are in distress).
• David Gilman reports that a homeowner at the top of 98th CT passed away.
  • The entrance to the home has been boarded up.
  • Relatives appear to be involved – it’s expected that they’ll make plans for the property.
• Tanya requested an update on the green space behind her home that appears to need maintenance.
  • She reminded the board that there is a lot of debris in that area.
    • Kevin advised that the asphalt project will be addressed before work in that area can be scheduled.
  • She saw a pack of five Cayotes running through the area, concluding that they live in the area.
  • She asked for an update on her request for reimbursement for the cost of removing a tree that was later confirmed to have been on HOA property – that request was turned down.
• Ellyn Jeck. sourced some fun signs alerting pet owners cleaning up after their pets.
  • She has several inexpensive versions – John will purchase several.

BOARD OFFICERS/COMMITTEE REPORTS
BOARD ELECTIONS
Elections:

• Ellyn Jeck: Chose not to serve another term.
• Darrell Maxwell: Wants to serve another 3-year term and was re-elected by a vote of the board members in attendance.
• John Chapman nominated Al Jeck to replace Ellyn (more to come on that).
• Kathy Barenbrugge volunteered for and was appointed the Safety Committee Chair.
• No additional volunteers came forward for board seats or committees during the meeting.

President: Kevin Quick

• William Stanley & Sons will be on site on Saturday morning (11/15) at 8:00 am.
  
  • The owner, William Stanley, has been responsive and wants to take on the project.
    
  • He indicated that it’s possible to do a lot of work without damaging live tree roots.
    
  • He now wants to double the price of the original quote based on factors that he says were overlooked during the first inspection.
    • Original: $24k
    • Now: $48k
  • Kevin suggested that it may be necessary to engage the company to repair one section that needs improvement most urgently.

Vice President: Josh Gavrich

• (Via email) Approved one architectural change for a member of the HOA. A deck replacement/extension for Ben Derr at 10744 SE 95th CT.

Treasurer: John Chapman

• Bank balance $68,166 as of today excluding a few outstanding expenses.
• Zelle payments: 6 payments came in after the newsletter was mailed out!
• A homeowner that was in significant arrears paid all past due amounts via Zelle.
• A Maple tree on 96th just inside the woods has been declared “mostly dead” and will be removed.
• The reserve study will be modified in light of potential additional expense related to pathway paving project (depending on the final decision on which company to contract with).

Secretary/Environmental: Darrell Maxwell

• The yard waste bins appeared to have been well utilized.
• Holiday Lights Contest sign and QR code draft presented to the group.

Architectural: Kevin Quick

• Demolishing and rebuilding of the home that was destroyed by fire is underway.
  • Kevin is working with the builders and architects to ensure no trees are removed.

Covenants: Ellyn Jeck

• Home at 10817 SE 96th Ct. with unsightly tree trunk and security camera
  • Homeowner has taken no steps to correct the problem.
    • Fines will be levied going forward.
• Suggested that the board calculate a five-to-ten-year operating plan (different that the plan we’ve been using) to improve how the board prioritizes long-term projects and ensures a more proactive approach as opposed to reactive.
  • The goal being:
    • 1 – to agree on and prioritize major maintenance and ongoing projects, obtain complete bids or quotes for costs (understanding that costs may rise slightly), and forecast how much the HOA needs to collect in dues to keep the neighborhood maintained and cared for on a long-term basis (5+ years).
    • 2 – to improve communication, transparency, and continuity during transitions of senior board members.

General Discussion: None

Adjournment: Meeting adjourned by President at 8:29pm.
Next Regular Board Meeting: Tuesday, January 6th, 2026 - 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.

Appendix

Regrid Property App

• Regrid can be used to view and map residential property boundaries, since it displays official parcel lines pulled from county GIS data. It works well for HOA reference, general lot line questions, and measuring areas, as long as you understand it is approximate. It cannot replace a licensed surveyor for exact boundary verification.
  

Landglide

• LandGlide is an app that displays parcel boundaries and ownership data, so it can be used to view residential property lines. It works well for general HOA reference and quick checks on lot shapes or sizes. It should not be treated as a legal survey, since the boundary lines are approximate.

OnX

• OnX Hunt includes a parcel viewer that shows property boundaries and ownership details, so it can be used to view residential lot lines. It is built for outdoor use, but the parcel layer functions the same for basic HOA reference. The lines are approximate and not suitable for legal boundary verification.