Scott Mountain Homeowners Association
Meeting Minutes – June 5, 2018

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, Suzanne Merritt, John Chapman, James Allen, Nancy Hall, Josh Gavrich, Jonathan Handsaker, Steve Schroeder and Natalie Harbaugh.
 
Board Members Absent: None.
 
Homeowners Present: Dave Gilman, Kelly Gavrich and Jim Graham. Thank you for attending!
 
Guests:  none
 
Call to Order:  7:03 pm by President Neil Gavrich

Approval of Meeting Minutes – Board Meeting May, 5th 2018
The Board members had the draft minutes available by email. A motion was made by Neil Gavrich to approve the May 1st meeting minutes, seconded by James Allen and all board members approved.
 
Homeowner Concerns

• Jim Graham had concerns of several homes in the HOA with potential upkeep/covenants violations. All board members agreed to set a time to walk the neighborhood. Jim also noted Sunrise water is planning on installing new water lines within the HOA. Specific areas unknown at this time, Sunrise is still in the planning stages. Several meters throughout have been replaced. 
• Kelly Gavrich suggested a National Neighborhood night out for the HOA. After discussing it the board agreed it would be a fun event for the neighborhood. Kings Way seems to be a central and ideal area for the event. Cost for Food, Paper and postcard mailers estimated at $750.00. Approved. 

 
BOARD OFFICERS/COMMITTEE REPORTS
 
President: Neil Gavrich
Agenda

• Approval of May minutes.
• July and August meeting planning. Moving the July meeting to July 10th.
• Homeowner concerns.
• National night out, Tuesday August 7th.
• Water Authority work.
• Others.
• Board Member/Committee reports.
• Neil brought up past meeting discussion on building a bridge on Nancy court. The HOA will pay for materials, Neil said he'd build the bridge. 

 
Vice-president: Suzanne Merritt

• Suzanne said she'd make up the post cards for the National night out. Will follow up with Andres Landscaping on the moss removal for Nancy courts greenspace entrance. 

 
Treasurer’s Report: John Chapman

• Landscape project completed. Looks great. All agreed. Was an issue with the light pole knocked over, was repaired. A high percentage of homeowner’s dues are paid. One check bounced that was paid by a homeowner that had sold.
• John suggested a commercial grade picnic table and bench would be nice to add to Nancy's Woods. Cost $422.00. Shipping costs to be determined. John motioned for approval, Neil seconded and all Board Members approved. Bob Stallman’s issues with the vines have been remedied.
• John noted were still having issues with spraying of moss on pathways.

 
Secretary; James Allen

• Provided the May 5th meeting minutes.

 
Environmental Committee: Natalie Harbaugh.

• Is going to check with Jonathan in regard to the decayed tree issue.
• Volunteered to be the new welcoming homeowner liaison! 

 
Covenant Compliance: Jonathan Handsaker

• Barking dog’s complaint.  Nothing further than discussion with Jim Grahams concerns.

 
Architectural: Josh Gavrich

• Two tree removal requests. Kings Maple hitting foundation of sidewalks and impacting foundation of the home 9662 SE Kings way. 10658 SE 96th Rotten tree. These requests were approved.

 
Safety:  Steve Schroeder

• Contacted Mt. Scott Elementary School Principal. School doesn't monitor traffic issues but will contact others in the district about the issue. Steve suggested extending the school zone to help reduce speeding. Steve contacted the County as well and plans to follow up.
  
• Walked along HOA pathways found several areas that need attention.
  
• Steve & John Chapman will be working on ideas to resolve the safety issues.

  
Eagle Landing/CPO:  Nancy Hall

• CPO  MEETING   6/4/18:    Dave Queener of Clackamas County spoke about traffic and pedestrian improvements that are coming to the Town Center Area. Construction should begin in May 2019.  Construction will be done in three parts and is expected to be completed in 2021. The upcoming improvements can be viewed at:  CRCMobilityProject.org  County Commissioner, Sonya Fischer, was also a guest speaker.  She spoke about various County issues such as housing, the new County Courthouse, and the budget.  The merger between the Sunnyside CPO and West Mt Scott CPO is scheduled to come before the Board of County Commissioners possibly on July 12th.
• EAGLE LANDING:  Happy Valley is reporting that the developers may possibly amend their original master plan to propose less development.

  
HOA Web Site and Homeowner Participant: Thomas Spathas manages the HOA website.

Homeowner Participant: Dave Gilman.
 
GENERAL BUSINESS
 
Adjournment: at 8:45pm by Neil Gavrich.
 
Next Regular Board Meetings:  July 10th, 2018 at 7 pm at the Fire Station, subject to meeting room availability. And each first Tuesday of the month that follows, except in August and December.  

Scott Mountain Homeowners Association
Meeting Minutes – April 3, 2018

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, Suzanne Merritt, John Chapman, James Allen, Nancy Hall, Josh Gavrich, Jonathan Handsaker, and Steve Schroeder.
 
Board Members Absent: Jonathan Harbaugh.
 
Homeowners Present:  Robbie Robinson, Khristina & Rob Powell, Dave Gillman, Bob Stallman, Keo & Anjuli Chen and Richard & Eileen Reid. Thank you for attending!
 
Guests:  None
 
Call to Order:  7:06 pm by President Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting March 7th 2018
The Board members had the draft minutes available by email. A motion was made by Neil Gavrich to approve the March 6th 2018 minutes as submitted. It was seconded by Suzanne and all other Board members present approved.

Homeowner Concerns: 

• Khristina & Rob Powell asked about upcoming home projects. Exterior painting in gray, Backyard storage shed. Khristina & Rob will send information to Josh Gavrich before painting and storage build begin.
• Dave Gillman mentioned his neighbors tree on Nancy Court. The Board agreed this is the neighbor’s responsibility to remove the tree and approved the removal. 
• Robbie Robinson asked again about the Ham radio antenna. John Chapman asked Robbie if Wednesday the 4th at 10:00AM would work for him to meet to look at the placement of the ham radio which will be close to the trees and shouldn't interfere with other properties technology and or be unsightly. 
• Bob Stallman asked again about 97th court & derrick court pathway and his fence that needs to be dealt with, this has been going for some time, ivy, ferns, etc., were planted by the HOA several years ago and the HOA was going to maintain it and hasn't. Johnathan Harbaugh is going to look into the situation. John Chapman said he would talk with Johnathan and contact the contractor to deal with the issue to get it done. Path lights still an issue, Stoner electric will be contacted about the flickering path light #11 that is now out, and the path light #2 that stays on and get this done as well.
• Robbie also mentioned the sidewalk by his property has a lot of moss as well. Steve mentioned a lot of slippery moss in several areas. John Chapman said he will call Mary Andres about the moss issue and get it handled.

BOARD OFFICERS/COMMITTE REPORTS
 
President: Neil Gavrich

• Nothing other to report other then what was covered during the meeting and per agenda, and asked questions about past agenda issues and what had been done.

 
Vice-president: Suzanne Merritt

• Asked for input in the upcoming newsletter. Suzanne said it would be great to have input from each board member. John Chapman noted the HOA dues are to be published in the next newsletter per the covenants.

 
Treasurer’s Report: John Chapman
 
                               Annual Budget 2018-19      Last Year 2017-16
Electric:                                  $800.00                       $1,800.00
Insurance:                           $3,500.00                       $3,500.00
Landscape Maintenance:      $5,000.00                      $5,000.00
Dumpsters Spring & Fall:     $4,500.00                       $4,000.00
Drain Cleaning/Repair:        $1,000.00                       $1,000.00
Open Space Costs:               $6,000.00                      $7,500.00
Newsletters & Billing:           $2,000.00                       $1,750.00
Misc. Projects:                     $2,000.00                        $2,000.00
Total:                                $24,800.00                      $26,550.00

Dues reduced to $110.00 per year for 2018. Motioned by John Chapman, Seconded by Neil Gavrich, Suzanne Merritt and all other board member's present approved.
 
Secretary: James Allen:

• James provided the minutes for the March 7, 2018 Board meeting for approval.
• The board members had the draft minutes available by email. James mentioned it might be nice to acknowledge homeowners in the newsletter that have had major renovations done. Also, important to Thank the folks that have went out of their way in cleaning up/maintaining common areas.

Environmental Committee: Jonathan Harbaugh

• Absent from the meeting, will be informed and discuss issues with John Chapman as mentioned above. Dead Tree on 99th that has been an issue for some time; Waiting for contractor to give professional opinion.

 
Covenant Compliance: Jonathon Handsaker

• Sent letter to the Airbnb to stay within the covenants of the HOA.
• Sending letter to the owner on 99th about bushes that obstruct view on Idleman.
• Pod Complaints. Homeowner removed the pod.

 
Architectural: Josh Gavrich

• Tree on Nancy NE End approved to remove for safety issues.
• House on 100th renovations in progress! All board members agree this is exciting news. Owner to submit exterior colors for approval and any other modifications per the covenants as renovations proceed.
• Josh was contacted by the homeowner at 10063 SE Cleone Court that is planning a new front roof like kind to the back roof and exterior paint that matches the current paint. Board approved.
• Carl Feague's yard landscaping project was approved by the architectural committee after the committee received additional details from Carl per the boards questions at the March meeting.
• Josh Gavrich requested painting his deck gray. All board members present approved.

 
Safety: Steve Schroeder

• Steve noted pathways that are covered in moss and slippery. John Chapman said he noted concerns that the contractor may not be addressing those areas appropriately. This concern has been mentioned in past minutes. John is going to contact the contractors to address these issues.

 
Eagle Landing:  Nancy Hall

• Nothing new to report. CPO; Clackamas County sent out postcards. Public Meeting to be held at the Mt. Scott Fire Station April 24th at 7:00PM to discuss the boundary expansion.  

 
HOA Web Site: Thomas Spathas

• Absent. The board email is still problematic. Switching servers.

 
GENERAL BUSINESS
 
Adjournment: at 8:23 pm by Neil Gavrich.
 
Next Regular Board Meetings:  May 1, 2018 at 7 pm at the Fire Station.  And each first Tuesday of the month that follows, except in August and December. 

Scott Mountain Homeowners Association
Board Meeting of March 7, 2018

Location:  Fire Station, 9339 SE Causey 
 
Board Members Present: Neil Gavrich, Suzanne Merritt, John Chapman, James Allen, Nancy Hall, Jonathon Handsaker, Jonathan Harbaugh, Josh Gavrich, Steve Schroeder, Thomas Spathas, Manages HOA Website.
 
Absent: None.
 
Homeowners Present:
Robbie Robinson, Ray and Cindy Bizal, David Gillman, Bob Stallman, Vanessa Nichols. Thank you! 
 
Guests:  None.
 
Call to Order:  7:01 pm by President Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting 2.8.2018 
The Board members had the draft minutes available by email. A motion was made by Neil to approve the February 2018 minutes as submitted with corrections and was seconded by Suzanne, and all other board members approved.

HOMEOWNER ISSUES

• Robbie Robinson asked about putting up a 50 foot Ham radio antenna on his property. Josh Gavich is going to meet with Robbie at his home to discuss it further. Robbie also mentioned another dead tree that Johnathon Harbaugh was going to look at. Nancy later sent a email that the antenna could potentially cause interference with other devices.
• Bob Stallman asked that the landscapers cut back the vines, etc., from common area sidewalk and his fence as this was supposed to be maintained by the HOA.  Bob also said he noticed one path light flickers, another stays on all the time. Jonathan Harbaugh said he'd take a look at those.
• Nancy court path and other paths have lots of moss, curious if the contractor has treated them, regardless needs to be taken care of. Dave Gilman says nothing done in his area. Jonathan said he was going to talk with landscape contact person. There are two areas that are not being maintained, Jonathan was going to refer to the contract.
• Ray and Cindy mentioned tree on their property with a large limb hanging down. Wasn't sure if it's HOA or Homeowner responsibility.
• They asked to cut the limb down. All Board members approved.
•  Dave Gilman asked about the Idleman bushes as they didn't appear to be cut back. James said they had been cut back by the property owner and the site distance is acceptable per Troy Johnson at Clackamas County. James said he would double check that information.
• Vanessa mentioned the bright light from a neighbor that has been shining in her back yard regularly. She will monitor it and let us know if it continues.

President: Neil Gavrich

• Agenda;
• Approval of 2.8.18 minutes.
• Homeowner concerns.
• Chickens, county issue.
• Annual Budget discussion.
• Board/committee reports.
• Email issues.

Vice-president: Suzanne Merritt

• Suzanne is planning the April Newsletter and needs input, photos, etc. ASAP.  

 
Secretary: James Allen

• Provided the minutes for the 2.8.18 Board meeting for approval with corrections agreed.

 
Treasurer’s Report: John Chapman
2018-19                              Budget Draft                           2017-18
Electric:                                    $800.00                                 $1,800.00
Insurance:                              $3,500.00                                $3,500.00
Landscape Maintenance:        $5,000.00                                $5,000.00
Dumpsters Spring & Fall:       $4,500.00                                $4,000.00
Drain Cleaning/Repair:          $1,000.00                                 $1,000.00
Open Space Costs:                 $6,000.00                                $7,500.00
Newsletters & Billing:             $2,000.00                                $1,750.00
Misc. Projects:                        $2,000.00                                $2,000.00
Total:                                   $24,800.00                              $26,550.00

• All bills are paid. Budget to be finalized in April. HOA dues were $115.00 per household for 2017. Invoices will go out the first week of May and are due May 31, 2018.
• John said he would look at the tree that is across the street from his house to see if it's dead. Issue resolved by the property owners.

 
Environmental Committee: Jonathan Harbaugh

• Jonathan noted he was going to contact the contractor to investigate the dead tree on 99th and Kela Court that has been a issue for some time.
• The contract for landscape maintenance ended on 2.28.18. Jonathan also noted he was going to look at the new contract and any cost increase. John Chapman said 1-2 percent seems to be typical increase. Jonathan checked the two trees that are leaning over paths, doesn't appear to be a safety issue.

 
Covenant Compliance: Jonathon Handsaker

• Complaints about multiple cars. Jonathon will continue to monitor the situation. Jonathon will send letter to the Airbnb on Cleone Court, party issue appears to be resolved.

 
Architectural: Josh Gavrich

• Received request for new roof on 9824 Kela court, A motion was made by Neil, to approve, seconded by Josh and All board members approved.
• 10271 100th dr. addition to the home. Owner to submit plans.
• House on 99th and 100th has new fence enclosing trailer.
• Carl Feague planning yard renovation, sent the board plans to review.
• Josh asked if three board members to approve, minor painting, etc., to facilitate Home Owners requests then submit the approval to the board at the next meeting. Neil made a motion to approve seconded by Suzanne and All board members approved. 
• House 99th drive reroofing, didn't notify the board for approval, however it's like kind. Non issue. 

Eagle Landing:  Nancy Hall

• No new news on Eagle Landing.
• CPO; Meeting April 24th 7:00 pm at the Fire Station 9339 SE Causey.
• Nancy noted a bridge should be built on Nancy court & a bridge on Ghia appears to need to be rebuilt as it's seems unsafe. Nancy also noted that WES was clearing debris on 96th & 99th.

Safety: Steve Schroeder

• Noticed a lot of trash laying around by the creek in the area of Kings Way/Nancy's woods. Steve said he was going to clean up the area.

 
HOA Web Site: Thomas Spathas

• A lot of Spam coming through the site lately, not much can be done. There are issues with gmail accounts not getting through. Transitioning from Weebly. Neighborhood watch involvement & signs going up in his cul-de-sac. Thomas posted the January Minutes on the HOA site.

 
GENERAL BUSINESS
 
Adjournment: at 8:37 pm by Neil
 
Next Regular Board Meetings:  April 3, 2018 at 7 pm at the Fire Station. And the first Tuesday of every month that follows except in August and December when there will be no meeting.

​​Scott Mountain Homeowners Association
Board Meeting of February 6th 2018.

Location:  Fire Station, 9339 SE Causey
 
Board Members Present:  Neil Gavrich, Suzanne Merritt, John Chapman, James Allen, Jonathan Harbaugh, Josh Gavrich, Jonathan Handsaker, Nancy Hall. Thomas Spathas, Manages the HOA Website.
 
Board Members Absent: Steve Schroeder.
 
Homeowners Present; David Gillman, Dave Blank, Bob Stallman, Thomas Spathas, Jim Graham, and Vanessa Nichols. Thank you for attending!
 
Guests:  None.
 
Call to Order:  By President Neil Gavrich 7:00PM.
 
Approval of Meeting Minutes – Board Meeting January 2, 2018
The Board members had the draft minutes available by email. A motion was made by Neil Gavrich to approve the Jan. 2nd 2018. minutes as submitted with corrections. It was seconded by Suzanne and all board members present approved.
 
Homeowner Concerns;

• David Blank; Tree removal request as roots could cause potential foundation issues. Homeowner to submit documentation.
• Homeowner said neighbors unleashed dog attacked her. Board suggests contact Dog Control.
• Bob Stalman; Ivy growing on the common area sidewalk and growing up his fence. The area to be sprayed. Follow up at next meeting.

 
BOARD OFFICERS/COMMITTE REPORTS
 
President: Neil Gavrich

1. Neil received complaints about an Airbnb on Cleone Court. James checked with the county and per the zoning as well as the covenants Airbnb's are not allowed. Jonathon Handsaker said he will send a letter to the homeowner once he receives mailing address information.
2. Idleman plants visibility concerns. James followed up with the County. County roads dept. was planning to meet with the homeowner(s) in a week or so to cut the bushes back that are blocking visibility.
3.  Lawn mower dog walker. This issue appears to be resolved at this time.
4.  Parking issue concerns. Jonathon Handsaker will be following up on the concerns.
5.  Sun CPO path forward. See Nancy's report.

 
Vice-president: Suzanne Merritt
Nothing to report.
 
Secretary: James Allen

• Provided the minutes for the February meeting. Followed up on above issues.

 
Treasurer’s Report: John Chapman

• Chase Bank account closed. All HOA Funds are secured by Umpqua bank.
• March meeting to discuss budget and Set Budget in Aprils meeting.
• HOA Accounts are at $45,000.
• New LED lighting saved the HOA 65% costs for the previous month in the electrical bill.

 
Environmental Committee: Jonathan Harbaugh

• Will test a gallon of enzymatic cleaner on a few light posts to see if the product helps clean up the moss. Cost is $30.00 per gallon. Pressure washing could cause damage so this alternative would be a cost effective solution. 
• Jonathan and John Chapman getting bids on having the common area that has been commonly known as Nancy's Woods (King Way) to be sprayed this spring to kill evasive plants and the area Bob Stallman mentioned.
• The dead tree on Derrick Court & Kela Court path, approved to be removed at January 2nd 2018 meeting was put on hold to double check on the property lines.

 
Covenant Compliance: Jonathon Handsaker

• The chickens;  After discussing this issue several times after a complaint, and aware of others that have chickens, perhaps pets, the board referred to Clackamas County which states; "F. Two options for rabbits and fowl are available: 1. Hutches, coops, barns or pens for any number of rabbits or fowl shall be located no closer than 100 feet from any dwelling other than the dwelling of the owner of the subject property; or   2. Up to six rabbits or fowl older than 12 weeks shall be allowed in hutches, coops, or pens located behind the front building line of the dwelling and no closer than five feet from the property line.  a. All animal byproducts and waste shall be kept a minimum of five feet from the property line.   b. Hutches and coops for rabbits or fowl shall be enclosed on those sides that are not otherwise screened from adjacent. The board agrees, this is no longer an issue.
  
•  Jonathon is looking into the parking concerns that were reported and will discuss at the next meeting.

  
Architectural: Josh Gavrich;

•  Josh has been in contact with the home owners of the trailer 99th and 100th. The Homeowner plans to build a gated fence to enclose the trailer on the side of the home. John C. suggested gravel in front of the gate so there wouldn't be (hook up) parking on bark dust, grass which is considered yard. Timeline for the gate/fence to be determined.
• Past approval for Cleone Court metal deck railings and cedar decking. Engineering plans submitted to the county as required for permit. Solar security lights for same property approved as long as they are not intrusive to the neighbors ie; shining through windows.

 
Safety:  Steve Schroeder
Absent.
 
Eagle Landing:  Nancy Hall, CPO info.

• Traffic counting strips were noticed on Sunnyside Road and other nearby roads which may be related to Eagle Landing.
• CPO Update; Nancy, Dave Gilman, and Bob Stallman attended the Sunnyside United Neighbors (SUN) CPO meeting on February 5, 2018. Clackamas County Commissioners Martha Schrader and Paul Savas attended and answered questions about current County issues. The SUN Board discussed merging the West Mt Scott CPO with the SUN CPO. The SUN CPO Board was in favor of proceeding. Katie Wilson from the County explained the process to do so. An inclusive outreach to all residents living in both CPO's would have to be done. Postcards would be sent out and a meeting scheduled to take comments and vote. If the vote from both CPO's was in favor it would go to the County Board for approval. This could be done as soon as this summer. The SUN Board said they would leave two positions vacant (eight total) for West Scott residents if the merger is approved. It was also reported that a five, story hotel will be built in the SE corner of the Clackamas Town Center parking lot.

 
HOA Web Site: Thomas Spathas

• Correcting email address issues for board member email address that are not received.

GENERAL BUSINESS

Adjournment: 8:32PM By President Neil Gavrich.
Next Regular Board Meetings:  March, 6th 2018 at 7 pm at the Fire Station.  And each first Tuesday of the month that follows, except in August and December.

Scott Mountain Homeowners Association
Board Meeting of January 2, 2018
 
Location:  Fire Station, 9339 SE Causey 
 
Board Members Present: Neil Gavrich, John Chapman, Nancy Hall, Jonathon Handsaker, Jonathan Harbaugh, Josh Gavrich, James Allen, Steve Schroeder, Thomas Spathas (manages HOA website), Retiring members: Bob Stallman, Dave Gilman 
 
Absent: Suzanne Merritt 
 
Homeowners Present:  Richard and Eileen Reid, Keo and Anjuli Chen, Michael Jones
 
Guests:  Martha Waldemar (Chair of Sunnyside United Neighbors (SUN))
 
Call to Order:  7:07 pm by President Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting November 7, 2017
The Board members had the draft minutes available by email. A motion was made by Neil to approve the November 7, 2017 minutes as submitted. It was seconded by Josh and all Board members present approved.
                                   
HOMEOWNER ISSUES

• Nancy invited Martha from the SUN CPO (Citizen Planning Organization) to explain what a CPO is and how merging the CPO we are in (West Mt Scott CPO) would affect us.  The state rule is that citizens outside of a city should have a voice on land use planning. A CPO is intended to do that by reviewing land use changes. She noted that Happy Valley has been cherry stemming new development on land in the CPO areas. An example is the extended care facility that was planned for the Altamont area.  A CPO also reviews requests to allow home businesses. The West Mt Scott CPO which is currently inactive could merge with the SUN CPO and possibly have more input on land use changes, as well as get notification of new projects. She noted that most land has been built out in both CPO’s, so there may not be many projects to review. It was noted that the Eagles Landing project is in the city of Happy Valley. Their next SUN meeting is the first Monday in Feb. We can attend their meetings without obligation. To merge West Mt Scott CPO with SUN the County would need an outreach to determine interest and then a change in bylaws.
• Richard and Eileen Reid said they had an arborist who said some of their birch trees should be removed.  They will talk to Josh about getting approval.

 
BOARD OFFICIERS/COMMITTE REPORTS
 
President: Neil Gavrich

• Neil asked about the plants on Idleman and 99th that were blocking the view of drivers. Dave said he talked to the County in December about this and Department of Transportation is looking into it. The County may need to refer it to the Compliance Department.
• He received an email that a homeowner was being harassed (at 99th and Gia). He said that it appears no Board member had talked to the homeowner. He will talk to the non-board member that he suspects may have harassed the homeowner.
• There was also a concern from a homeowner about a pet alligator. There have been no further complaints so there will be no additional action until a complaint is made. There was also some discussion about homeowners with chickens, as these may be attracting rats. John Chapman will talk to the homeowner on 100th to determine if there is still a rat problem.
• There is a trailer at a house on 99th (across from intersection with 100th). There needs to be an approved enclosure. Josh has sent them a letter but no response. He will communicate with the homeowner.
• Neil talked to Tracy at the fire department and reserved fire station for 2018 meetings.

Vice-president: Suzanne Merritt

• Suzanne was absent. She did complete the holiday light contest.

 
Secretary: Dave Gilman

• He provided the minutes for the November 7, 2017 Board meeting for approval.

  
Treasurer’s Report: John Chapman

• John reported the work on the LED light replacement was completed and he had sent in the rebate form. He said the electric bill was reduced by about 50% after completion.
• He is going to finish closing business with Chase to complete changing the HOA banking to Umpqua.
• He suggested sprucing up the lower common area (off King Way known as Nancy’s woods). He will review the area and make a proposal.

 
Environmental Committee: Jonathan Harbaugh

• Jonathon said he was looking into moss treatments.
• He noted there was a dead tree near the Derrick Court-Kela Court path. Part of the tree fell down and was removed, but part still remains. The boundary in the area is not clear as to who owns the tree, so the issue is who should have it removed.  Neil made a motion to have the HOA pay to have tree removed. It was seconded by Josh and all Board members present approved. He will get Clay’s to take care of it.

 
Covenant Compliance: Jonathon Handsaker

• Jonathon sent out letters to the houses with chickens, as discussed above. He has received no new response.

 
Architectural: Josh Gavrich

• Josh said he only had the trailer enclosure issue, which was discussed under Neil’s section above.

 
Safety:  Bob Stallman

• Bob said nothing new.

 
Eagle Landing:  Nancy Hall

• Nancy reported no change.

 
HOA Web Site: Thomas Spathas

• Thomas said he had moved the website email addresses to new server.

 
GENERAL BUSINESS
 
Board Assignments for 2018
The Board Officers and Committee Chairs need to be determined for 2018. John Chapman was reelected to treasurer. Suzanne Merritt was reelected to be Vice-president. Neil was reelected to President. James Allen was elected to be secretary. These were all unanimous. The committee chairs stayed the same except Steve Schroeder with take over the Safety Committee.
 
Adjournment: at 8:40 pm by Neil
 
Next Regular Board Meetings:  February 6, 2018 at 7 pm at the Fire Station.  And each first Tuesday of the month that follows, except in August and December when there will be no meeting.

Scott Mountain Homeowners Association
Annual Meeting Minutes – November 7, 2017
 
Location:  Fire Station, 9339 SE Causey 
 
Board Members Present:  Neil Gavrich, John Chapman, Dave Gilman, Jonathan Harbaugh, Josh Gavrich, Jonathan Handsaker, Bob Stallman, Nancy Hall, Suzanne Merritt

Board Members Absent: none

Homeowners Present:  See list                               
 
Guests:  None
 
Call to Order:  7:00 pm by President Neil Gavrich
 
Approval of Meeting Minutes – Board Meeting October 3, 2017
 
The Board members had the draft minutes available by email. A motion was made by John Harbaugh   to approve the October 3, 2017 minutes as submitted. It was seconded by Bob Stallman and all Board members approved.
 
Path Light Replacement with LEDs
The status is that the contractor is ready to do the work but a motion is needed to allocate the funds. The motion at the previous meeting only allocated $700 for repairs. A motion was made by Neil to allocate funds to replace all the path lights with LEDs. It was seconded by Suzanne. All Board members approved. It was noted that the replacement would cost about $3600 but that we would receive an energy efficiency rebate of about $800.
 
Homeowner Concerns (by Suzanne)

• Suzanne noted that there had been concerns about new plants at 99th and Idleman that blocked the view for cars turning left onto Idleman. Dave said he recently called the County about this issue. The County said they would check it out and call back.
• A homeowner who lives on 96th avenue asked about the trees that were cut on 94th. John Chapman explained that the owner (a realtor) did not ask permission from the HOA. John said that he measured the stumps to determine the penalty ($50 per inch) and then sent a letter with a fine of $3050. He said that he had received a call from the homeowner saying the trees were rotten and unsafe, and that he was not aware it was in an HOA. John will tell the homeowner that to change the fine the homeowner will have to document any tree issues with documentation from an arborist.

 
 
BOARD OFFICERS/COMMITTE REPORTS
 
President: Neil Gavrich

• Neil said that he had inquiries from some new homeowners and answered their questions about the HOA.
• He got new locks for the path lights breaker boxes so the contractor can install the LED lights.

 
Vice-president: Suzanne Merritt

• She noted that she had put out the fall newsletter.
• She is also doing the holiday light contest this year, as noted in the fall newsletter.
• She noted that the HOA has a Facebook page thanks to Neil’s’ wife.

 
 
Secretary: Dave Gilman

• He provided the minutes for the October 3, 2017 Board meeting for approval.

 
Treasurer’s Report: John Chapman

• John reported on HOA finances.  
• The HOA now has about $47,000 in all the accounts. He explained that the HOA should have at least a year’s budgeted spending in reserve. We are now ahead of this because we have recently collected back dues.
• He noted that about 85% of HOA homeowners have paid their dues. There are now 6 homeowners that are behind more that 3 years and will be sent letters.

 
Environmental Committee: Jonathan Harbaugh

• Jonathan reported that the dumpsters will be placed the weekend of Nov 10. The 7 boxes will be in the usual locations as noted in the fall newsletter.
• He said that his wife has offered to do the welcome for new homeowners.
• He is doing some research to find a treatment to prevent growth on the path light poles.
• He noted that the Board needs to consider methods for non-native plant eradication in the common areas.

 
Covenant Compliance: Jonathon Handsaker

• Jonathon noted that house on 98th has had the yard cleaned up by our landscaper and the homeowner will be sent a bill. There has been no response from the homeowner.
• He was asked about the dead tree on 99th and Kela Court. He has written letters but has not received any response from the homeowner. He will call an arborist (Clay's Tree Service) to check on the tree.

 
Architectural: Josh Garvich

• Josh reported he had received requests to change house paint colors and had taken care of them.

 
Safety:  Bob Stallman
·  Bob reported that the County Access project is putting curb cuts in for handicap access, even if there are no sidewalks. This is just starting, so it may not reach our area for years.   
 
Eagle Landing:  Nancy Hall

• Nancy reported that the City of Happy Valley (HV) hearing was held in September. The HV Planning Commission approved the master plan with conditions and the City Council followed suit. The next step will be for the developer to get the final master plan to HV within 2 years. See the HOA web site for additional details
• The Sunnyside United Neighbors (SUN) CPO has asked if we would like to join their CPO since the West Mt Scott CPO  is inactive and no one wants to volunteer to start it. She will ask Martha (SUN chairman) to come to the January meeting to discuss.

 
HOA Web Site: Thomas Spathas

• He reported the web site is up and running correctly. He can change email routing for new members as needed. He asked for suggestion on what people want to see on the HOA web site. He is still considering going to a different provider.

 
GENERAL BUSINESS
 
BOARD ELECTIONS (Suzanne)
The HOA election process for Board members was explained. A nomine must be a homeowner in good standing. There are 3 Board members whose term expires at the end of 2017. They are Dave Gilman, John Chapman, and Bob Stallman. Suzanne opened nominations.
 
Nominees
John Chapman
James Allen                (contact at 503-380-9187)
Steve Schroeder         (contact at 503-754-7761)
 
These were elected by 16 votes for each. They will start their term at the January 2018 Board meeting. The officers and committee assignments will be determined then.
 
Adjournment: at 8:45 pm by Neil
 
Next Regular Board Meetings:  January 2, 2018 at 7 pm at the Fire Station.  And each first Tuesday of the month that follows, except in August and December.