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Minutes of the April 22, 2026 Shadowood board meeting

Shadowood Greenways Association Board of Directors

Meeting Agenda: April 22, 2026

Meeting Location: 1017 Oakwood Cir, 5:30 pm

  1. Call to Order (Paul Elias)
  • Meeting was called to order by the President at 5:30 pm. All Board members were present with the exception of Paul McAfee.
  • Lots 2 and 64 were represented as guests.

2. Minutes Review (Richard Rouse)

  • The minutes had been reviewed, approved and were posted online. The minutes included one resolution that had been accepted concerning the opting out of the annual requirement for a financial review.

3. Treasurer’s & Budget reports (Dan Hickox)

  • A handout was provided. The only correction was the amount in the checking account as of March 31, 2026. That actual amount was $34,219.29, not $342,190.29 as was written on the handout.
  • The handout included the presentation, the cash income and outgoing statement along with the status of the budget. In addition, the HOA appears to remain on budget.

4. Website report (Paul McAfee)

  • The webmaster was absent but provided the following statement, “After the last board meeting, Paul created the new Common Area Request or Concern form and put it on the website. There have been 3 submissions of the new form from the website. He updated the website navigation to direct visitors to the new Common Area Request or Concern form on the site.

5. Old Business:

  • Status – Preparations for street paving on Sunnywood, Summerwood, Springwood, and Shadywood (Richard Rouse)

      This item remains open. The bid from Pro Paving was accepted. In discussion, the owner acknowledged that funds will not be available until after July 31. However, he believes he may want to begin the setup prior to that date. He expects the owners to lose access to their street for one day during the process.

      • Status – Check with the city of McMinnville regarding the use of 11th street for parking during street work.

      This item is closed. Discussion with the City of McMinnville indicated that it was possible to set up parking in a no parking area for one day. To do that we would need to (1) Get a street use permit (they are available on line through city planning, (2) Turn the permit in to the city planning engineer at least two weeks in advance of the date to use the street, and (3) Provide an area map with the appropriate area highlighted.

      • Status -Set up the “opt out” of the review of financial records to be sent out with the July invoices. (Richard Rouse)

      This item is still open. The forms were used last year and just need to be updated for this year. We still expect to send out the vote to opt out with the July invoices.

      • Introduction – Present requested changes to the Architectural guidelines including what changes and why the changes. (John Zacrep)

      Provided a proposed Architectural guidelines and checklist with changes highlighted in red. Explained that the term “grandfathered” was not well understood and needed to be defined. Also, last year the board authorized the use of “color palettes” instead of maintaining a multiunit townhouse the same color. This had added complexity for the Architectural Committee, and they wanted to add a statement to ensure multiunit townhouses collaborated on color choices within a palette.

      John indicated that he would send out an email requesting comments within the next two weeks. To do so, simply “reply all” to the email he sends out.

      • Status – Remove the current maintenance and landscape concern/request forms and insert the new common area concern/request form. (Paul McAfee)

      As indicated in the webmaster’s report, this item is closed.

      • Status – The maintenance/landscape committee will revisit concern 11 based on the new information provided by the resident and determine if corrective action is still appropriate. (Paul Elias)

      A letter was sent to the resident indicating that the Association would pay part if the homeowner paid part and the tree would be removed. The resident most graciously offered also to have the stump ground and a new tree inserted. The Association, while grateful, request approval on the type of tree to be planted.

      • Status – Revision to late fees. (Dan Hickox)

      The accounting firm indicated that it appears possible to implement the revision of the late fees as requested by the Association. We expect a full answer at the next meeting.

      • Status – Preparation for summer picnic. (Bria Killgore)

      This item remains open. A meeting has been set up with the hospitality committee to consider dates and actions for putting together a summer picnic.

      6. New Business

      • Introduction – Policy for residents planting in the common area. (Paul Elias)

      Paul handed out a priority schedule for the removal of trees in the common area (See handout). He stated that we could continue the discussion at a future meeting.

      7. Committee Reports

      a) Architectural:

      a. Status – Architectural modification #34, #37, #38. (John Zacrep)

      b. Discussion – Decisions made, & potential issues from the Committee. (John Zacrep)

      Modification 34 was withdrawn. Modifications 37 and 38 were for painting and were approved. Modification 39 was for a fence and a sunroom and was also approved. No other business for presented.

      b) Hospitality:

      a. Status – New residents’ welcome packets. (Bria Killgore)

      b. Discussion – Decisions made, & potential issues from the Committee. (Bria Killgore)

      Units 1 and 4 have received welcome packets. The hospitality committee has expanded to six members. Heather from Unit 4 has volunteered to join.

      c) Landscape/Maintenance:

      a. Status –Landscape #15,16, 17. Common Area Concern #1, 2, 3. (Dan Hickox)

      b. Discussion – Decisions made, & potential issues from the Committee. (Dan Hickox)

      A handout was provided. Concern 15 dealing with branches around Streetlights was closed. Concern 16 dealing with cleanup after the fallen tree on Driftwood is closed. Concern 2 dealt with painting and was the wrong form. It is closed. Concern 17 deals with yellow flag iris. Solitude has provided a quote of $610 to provide two applications at the price of $610. Concern 1 deals with English Ivy growing up trees and remains open as a project involving volunteers. Concern 3 remains open dealing with the need for new signs at the turnout across from the tennis courts. Concern 4 remains open for a quote to clean up a tree that partially fell on the Shadowood property from the Manors.

      The owner of Lot 5 would like to do plantings where the Arbor Vitae used to exist. The owner and the Association will work together to find the best locations based on utility lines running through the area.

      • Resident questions & comments

      A recommendation was made to consider membership in the McMinnville Tool Library. The cost is $50 annually.

      The Board needs to contact Lindsey at Gale’s Towing to renew the contract for 2026.

      A comment was made that there is a tree between lots 66 and 67 with thorns that has ivy growing up the tree.

      Now that the volunteer committee has been disbanded, the maintenance/landscape and hospitality committees need to coordinate to determine the projects and volunteer needs. It was also recommended that we look at getting volunteers from outside Shadowood, including possibly Oregon State University extension service.

      8. Adjournment

      • Next meeting: (Date, Time, Location)

      The next meeting was scheduled for May 20, 2026, at 5:30 pm at the President’s house. A major area to be discussed is the Architectural Guidelines.

      9. Actions

      • Mr. Zacrep to request feedback regarding changes to the Architectural Guidelines. Send out email requesting response within two weeks.
      • Mr. Zacrep to continue the discussion regarding the Architectural Guidelines based on the feedback from the Committee’s email request.
      • Mr. Hickox continues to monitor the request to change the late fee structure. Once agreement is reached with the accountants, update the late fee policy.
      • Mr. Hickox to monitor Lot 5 for plantings in place of the Arbor Vitae.
      • Mr. Rouse will contact Gale’s Towing to renew the contract for 2026.
      • The Landscape/Maintenance and the Hospitality Committees need to develop the interface necessary to obtain and use volunteers.
      • Mr. Rouse to continue monitoring the preparations for street paving.
      • Mr. Rouse setting up the vote to opt out of having the required financial review to occur beginning with the July invoices.

      Minutes approved by all Board members present at the meeting.

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      Minutes of the March 18, 2026 Shadowood board meeting

      Shadowood Greenways Association Board of Directors

      Meeting Agenda: March 18, 2026

      Meeting Location: 1017 Oakwood Cir, 5:30 pm

      1. Call to Order (Paul Elias)

      The meeting was called to order at 5:30 pm. All board members were present. Owners from lots 2, 9, 42, and 56 were in attendance.

      2. Minutes Review (Richard Rouse)

      The minutes for the January meeting had been approved online. The actions from that meeting comprise the old business at this meeting.

      3. Treasurer’s & Budget reports (Dan Hickox)

      The treasurer provided balances for the checking, savings, and CD. All budget categories are indicated on track to meeting budget projections. Three liens have been turned over to the lawyers, and one is making payments to catch up. The consensus was that we would not be using ACH drafts at this time.

      4. Website report (Paul McAfee)

      Web services have been renewed for this year. The website has been updated to reflect the 2026 board and committee members.

      5. Old Business:

      a. Status – Update the information for the State of Oregon indicating the new agent. (Dan Hickox) – Closed

      The Oregon website has been updated to reflect the new agent.

      b. Status – Provide the fees required to use Michelbook Country Club for Board meetings. (Richard Rouse) – Closed

      The cost for use of a room at Michelbook Country Club is now $100.

      c. Status – Update the information at the Bank to authorize signing checks. (Dan Hickox) -Closed

      The four principal officers are now authorized to sign checks.

      d. Status – Put together the resolution to eliminate the $25 late fee and implement the 1% monthly fee when payment is 90 days overdue. (Dan Hickox) – Open

      Work continues with the accountants. While we know the late fee can be deleted, we are waiting to determine whether the interest can be applied effective on the due date of the payment if the payment is not received within the 90-day period.

      e. Status – Go out for bids on the road repairs to Sunnywood, Shadywood, Springwood, and Summerwood. (Richard Rouse) – Open

      Four companies were invited to bid on the job. Two provided quotes. The maintenance/landscape committee decided to go with the Pro Paving bid. An analysis of the decision was presented to the board and the board had no objections to the decision. The decision was based on (1) price, and (2) reduced disruption to the homeowners

      6. New Business

      1. Potential Decision – Should we have the Community vote to forego the requirement for an audit of the accounting books this year? (Richard Rouse)

      History was provided and the board was asked to vote on a resolution to opt out of the requirement for an review of the accounting books. The resolution was passed unanimously and is seen in Attachment 1. The opt out vote will go out to the community with the July invoices.

      History was provided and the board was asked to vote on a resolution to opt out of the requirement for an review of the accounting books. The resolution was passed unanimously and is seen in Attachment 1. The opt out vote will go out to the community with the July invoices.

      b. Introduction – When should jobs be bid? (Dan Hickox)

      After discussion, Mr. Hickox volunteered to develop guidelines for when jobs should be bid and present same at the next board meeting.

      7. Committee Reports

      a) Architectural:

      a. Status – Change forms submitted, decisions made, & potential issues. (John Zacrep)

      The president requested status on the revision to the Architectural Guidelines and Mr. Zacrep indicated that this revision would be presented at the next meeting.

      b. Status – Architectural modification #29 (John Zacrep) – Closed

      Modification 29 was for changing out the roofing material and was approved. In addition, Modification 32 was submitted after the agenda was set. It was for changing out the roofing material and was also approved.

      b) Hospitality:

      a. Status – New residents’ welcome packets. (Bria Killgore)

      The welcome packet has been updated to include the CC&Rs and Bylaws. The committee is looking into using pre-stamped post cards for resident feedback. Two residences have closed since the January meeting.

      c) Landscape/Maintenance:

      a. Closed –Landscape #12, 13, 14. (Dan Hickox)

      These involve the removal of trees on Driftwood and in the riparian area. They are closed.

      b. Status – Landscape concerns #11, 15 & 17.  (Dan Hickox)

      11 involves a mimosa tree between lots 55 and 56. The committee had a tree risk assessment completed by a certified arborist. The inspection of a mimosa below units finds that the tree in question is considered low risk. Mitigation to further improve the risk factor would be a minor spread reduction/tip weight from the most outward growing branches that is heading toward Unit 56. This tree is a tri stem mimosa, approximately 26″ at trunk flare and 40′ tall. The arborist recommended (1) Weight Reduction: Thinning of limbs in order to reduce weight and mitigate risk of limb failure, and (2) Crown Clean: Removal of dead, diseased and dying branches 2″ or larger and provided an estimate of $640. The owner then stated that the tree is toxic for dogs, poorly placed and impinging on other trees. The committee will revisit the issue prior to making a determination of further action.

      15 and 17 deal with branches that need trimming to support the lighting in Shadowood. A walk around will be conducted to determine other branches that may need trimming before taking action.

      Concern form was also discussed. It deals with restoring the landscape at lot 44 after the common area tree fell across 11th street. The board was informed that completion of that project is waiting for dry ground.

      c. Discussion – If there are no objections, the Landscape/Maintenance Committee would like to revise the Landscape Concern form to also include maintenance issues. To be called the “Common Area Request or Concern” form (Richard Rouse)

      The maintenance/landscape committee handed out a new form that would be used to address maintenance and landscape issues. The board was asked if there were any objections and there were none. The new form will replace the current Landscape concern/ request and the maintenance request forms.

      d) Volunteer:

      a. Discussion – Board to consider consolidation of the Volunteer Committee with the Maintenance/Landscape or Hospitality Committee. (Richard Rouse & Bria KIllgore)

      After discussion, it was determined that the maintenance/landscape committee would be responsible for planning and performance of projects. The committee would provide the hospitality committee with project timeframes and the hospitality committee would be responsible for recruiting volunteers for the projects.

      8. Mail and Correspondence (Richard Rouse)

      a. March 2: Deed to 912 NW Oakwood Cir transferred to new owners Matt & Heather Opitz.

      The board was made aware that the title companies were using CC&Rs made in 1975 that indicate each unit has 1/91 interest in the Private Commons. Each title company is receiving correspondence that corrects that to read each unit has 1/87 interest in the Private Commons. This was provided to the board for information only.

      9. Discussion

      a. Resident questions & comments

      • One resident indicated that a strategy for recruitment would be valuable and should include what we might need volunteers for and, perhaps, a checklist with categories.
      • The Hospitality Committee requested to hold a summer picnic for the residents on July 4 as part of the 250-year anniversary for the United States. The response to the idea was positive.

      10. Adjournment

      a. Next meeting: (Date, Time, Location)

      The next meeting is scheduled for April 22, 2026 at 5:30 pm at the President’s house.

      11. Actions

      • Mr. Rouse will accept the Pro Paving bid.
      • Mr. Rouse will check with the city of McMinnville regarding the use of 11th street for parking during street work.
      • Mr. Hickox will put together guidelines for when to bid on jobs.
      • Mr. Rouse will set up the “opt out” of the review of financial records to be sent out with the July invoices.
      • Mr. Zacrep will prepare a presentation on requested changes to the Architectural guidelines including what changes and why the changes.
      • Mr. McAfee will remove the current maintenance and landscape concern/request forms and insert the new common area concern/request form.
      • The maintenance/landscape committee will revisit concern 11 based on the new information provided by the resident and determine if corrective action is still appropriate.
      • Mr. Hickox will continue working with McKenzie on the revision to late fees.

      Section 5C was changed to read officers instead of offices. The minutes were approved unanimously.

      Attachment 1

      Resolution:

      The Secretary is authorized to put forth a ballot to the population as follows:

      The Shadowood Board of Directors would like to opt out of the annual requirement to have the financial statement reviewed by a Certified Public Accountant. Accordingly we are asking for you to vote for one of the following:

      1. I vote to NOT comply with the requirement to have the financial statement reviewed by a Certified Public Accountant. _________
      2. I vote to comply with the requirement to have the financial statement reviewed by a Certified Public Accountant. _________

      Posted on

      Minutes of the Jan. 22, 2026 Shadowood board meeting

      Meeting Location: John Zacrep house

      This was the first meeting of the new BOD. Mr. Hickox was selected as facilitator until officers were selected. In attendance was Mr. Zacrep, Mr. Hickox, Mr. McAfee, Mr. McGann, Ms. Killgore, Mr. Rouse. Mr. Elias was present online.

      • Mr. Paul Elias was selected President with five votes for and one abstention.
      • Mr. Richard Rouse was selected Secretary with five votes for and one abstention.
      • Mr. John Zacrep was selected Vice President with six votes for.
      • Mr. Dan Hickox was selected Treasurer with six votes for.

      Since Mr. Elias was present online, he authorized Mr. Hickox to facilitate the meeting.

      Mr. Hickox discussed the need for the four selected officers to go to the bank and gain authorization to sign checks. He informed the Board that all checks required two signatures.

      Mr. Hickox volunteered to take on the role of “agent” with the State of Oregon. Appropriate paperwork was provided to him.

      Members of the Board of Directors volunteered for membership in the following Committees:

      • Architectural: Mr. Zacrep, Mr. McAfee, Ms. Killgore
      • Maintenance/Landscape:     Mr. Rouse, Mr. Elias, Mr. Hickox
      • Budget:              Mr. Hickox, Mr. Rouse, Mr. Elias
      • Hospitality:     Ms. Killgore
      • Volunteer:        Mr. McGann

      Note:   The Board combined the Maintenance and the Landscape Committee into one Committee.

      Mr. Hickox provided background and indicated that he would provide a resolution to eliminate the $25 late charge from the Late Fee Policy and rewrite the policy to initiate the 1% per month late charge beginning April 1 and October 1 for the semiannual payment.

      Actions from the Meeting:

      • Mr. Hickox will update the information for the State of Oregon indicating the new agent.
      • Mr. Rouse will provide the fees required to use Michelbook Country Club for Board meetings.
      • Messrs. Elias, Rouse, Zacrep, and Hickox will update the information at the Bank to authorize signing checks.
      • Mr. Hickox will put together the resolution to eliminate the $25 late fee and implement the 1% monthly fee when payment is 90 days overdue.
      • Mr. Rouse will go out for bids on the road repairs to Sunnywood, Shadywood, Springwood, and Summerwood.

      The Board agreed that the next meeting would be held on Wednesday, March 18, 2026, beginning at 5:30 pm. The location was NOT determined.

      It was suggested that BOD meetings in 2026 be held in March, April, June, September, October, and December. The Board was generally favorable to the idea, but no firm commitments were made to dates and times other than the March meeting.

      The meeting was adjourned at 5:59 pm.

      Posted on

      Minutes of the Shadowood annual meeting on Jan. 16, 2026

      Shadowood Greenways Homeowners Association
      Annual Meeting Minutes
      Date: Friday, January 16, 2026
      Where: McMinnville Community Center

      Six board members and 30 guests were present, either in person or by proxy.

      1. Registration 6:15-6:30 p.m.
      2. Welcome: Board President Roger Pence welcomed people to the meeting and introduced the current board members present.
      3. Called to order at 6:30 p.m.
      4. President’s review of 2025: Roger Pence reported that the board adopted a new Enforcement Resolution that clarifies fines, penalties and language regarding violations and a step-by-step guide for board members to follow. He mentioned the welcome changes to the website. He touched on the meeting with Mark Marshall of State Farm Insurance reviewing the association’s insurance policy and coverage. It was recommended by Mr. Marshall that board members consider obtaining personal umbrella policies to mitigate risks of lawsuits. Roger stated his appreciation for the opportunity to serve on the board for the past three years and wished the new board elected that night the best of luck.
      5. Minutes of 12-16-25 meeting listed as approved.

      Secretary’s review of 2025: Peggy Rouse’s term is up as secretary, hospitality chair and registered agent for the Business Registry for the state of Oregon. She built up the email list, was responsible for taking minutes at meetings, handling proxies, keeping and storing records, handling association correspondence and processing demand letters from title companies and real estate agencies, and she stayed within her budget. She’s willing to help the next secretary as a mentor or as an assistant until they feel confident in the job.
      6. Treasurer’s report and review of 2025: Dan Hickox reported that the association received $86,904.38, plus interest from our CD and savings of $1,617.15. $24,675.24 was moved to savings and the CD, resulting in a net expenditure of $77,585.70. Accounts earned $10,936.08, which went to the reserve fund.

      The association went over its budget by $13,640.99, mainly due to legal fees in an attempt to collect past due accounts of several thousand dollars. The majority of that expenditure is expected to be recovered when the back fees are paid. The board of directors does not expect to increase the dues for this year.

      Dan called for a vote on the 2026 budget, which was voted on and approved unanimously by the attending board members.

      7. Committee Reviews:
      a. Architectural Committee: Vivien Pence reported that many Requests to Modify forms were filed and approved, with no denials. Most owners are taking advantage of filing through the website forms for replacing roofs, painting exteriors, installing or repairing fences, siding, doors, heat pumps, etc.
      b. Hospitality Committee: Peggy Rouse reported that Shadowood gained two new owners this year, lost five owners who passed away, have 14 rental properties and at least 8 vacancies. Peggy hosted the rainy June picnic at her home with 32 people attending.
      c. Landscape Committee: see Dan Hickox’s report. As a cost savings, city sweepers will clean Shadowood’s private roads quarterly in 2026 instead of six times, as done in the past.
      d. Maintenance Committee: Roger Pence reported that by city ordinance, the Wallace Road wall is the responsibility of the owners backed up to it, instead of the association’s responsibility as previously believed. Maintenance projects instituted like the solar lights along the creek path have done well and the chains across the entrances to the turn-out have been effective. Other items mentioned were the tennis courts being cleaned with tools from Mac Tool Library by volunteers; repairing or replacing some of the lumber on the bridge; new tennis court nets and winders purchased, which are currently stored for the winter; winterization of irrigation control boxes, and the completion of common area irrigation.
      e. Reserve Fund and Study: Rich Rouse presented the Reserve Study and Executive Summary. The association ended the year with a little over $61,000 in the reserve fund. Rich requested the board approve the Study and Summary. It was voted on and approved unanimously by the attending board members. Any owner can request a copy of the entire study by contacting Rich.
      f. Volunteer Committee: Don Dyer reported about the cleaning of the tennis courts, revamping the bridge, cleaning graffiti and beautifying the area along the Wallace Road wall (including prepping with topsoil, planting and mulching), and clearing blackberry thickets that were blocking the walkway between two units. He congratulated Dan Hickox of the board, who instigated the movement for donations for the Wallace Road wall work, and thanked those who gave donations,
      g. Website: Paul McAfee reported about the new fillable forms that were created and added to the website. A new online payment feature was added and has been gaining popularity. Many new photo galleries were added. He made it so that the website is now visible in search engines, and he regularly updates the site with HOA news. The website had 1,714 page views, 555 visitors and about 30 new content postings over 2025.
      8. Mail & Correspondence: Peggy Rouse sent notification of the annual meeting with invoices on Jan. 2, 2026.
      9. Discussion: Don Dyer talked about the amount of water used to clean off the graffiti on the Wallace Road wall, and Doug Ballard mentioned the product that can be used to protect the wall and make it easier to clean off graffiti.
      10. Nominations & Elections: Rich Rouse reported that the Nominating Committee produced a list of five nominees for the Board of Directors in December 2025. He called for any additional nominations from the floor, but there were none. The posted nominees are Paul Elias, Bria Killgore, Rich Rouse, and John Zacrep for three-year terms and Bill McCann for one more year. According to ORS 65.241, votes represented at a meeting of members constitute a quorum. The Election Committee verified the votes.
      11. Adjournment at 7:25 p.m.

      Posted on

      Wind storm debris removal

      Following the recent wind event, there is a lot of debris throughout Shadowood. The Landscape Committee has designated several areas to accumulate branches and tree debris to enable easy pickup for Solitude (Shadowood’s contracted landscaping company).

      The following areas are designated for temporary pickup during Christmas week. In the future, permanent pickup locations and frequency for debris will be designated by the Landscape Committee. Residents will be updated on the permanent pickup locations.

      If you have any current tree debris, please deposit in the following locations: 

      • Sunnywood doesn’t have any parking area available, but a section next to Lot 29 (Michael Crook) where there’s no driveway can be used. Keep the gutter area open, please.
      • The 3-car-width parking area between lots 33 & 34 for the Winterwood Court people and lots 34-36 to use.
      • Shadywood and Springwood have multiple parking areas to utilize.
      • The parking area in front of lot 77 (Darlene Bannister) on Summerwood.
      •  Oakwood Circle owners can use a section in front of the vacant Winnen house or next to the small island opposite the mailbox.
      • Driftwood Place owners can place debris near the entrance of 11th street on the mailbox side.

      The committee asks that all the branches and debris is kept to one pile neatly positioned away from all gutters and, in the case of guest parking areas, only utilize one space.

      Thank you for your cooperation.

      Posted on

      Minutes of the Dec. 16 Shadowood board meeting

      Shadowood Greenways Association

      Board of Directors’ Meeting Minutes

      Tuesday, Dec. 16, 2025 6 p.m.

      1000 NW Springwood Lane, 6:00 pm

      Attendance: Board members: Roger Pence, Dan Hickox, Peggy Rouse, Bill McGann, Mark Hilliard/Kelli Brooker. Guests: John Zacrep, Lea Ann Knorr, Ed Puikunas, Nancy Vaughn, Don Dyer

      The meeting was called to order at 6:00 pm

      The 10-14-25 board meeting minutes were approved via email on October 20, 2025

      Treasurer:

      1. Dan Hickox reported that as of November 30 there is $21,638.75 in checking, $24,937.29 in savings and $41,265.66 in the CD. We have exceeded the budget by approximately $10,000, mainly due to the legal fees spent to retrieve lost revenue caused by unpaid assessments by three homeowners. Eventually, the majority of those legal fees will be refunded to us. The other overages occur in the accounting, landscape, maintenance committees and utilities.
      2. The Reserve Fund has $59,471.00 through November and is on track to complete the year at about $61,000.00. The proposed budget for 2026 was distributed to the board along with the 2026 Executive Summary draft for the members to study before being asked to vote on at the Annual Meeting in January. Both proposals will be finalized at the end of this year for approval at the Annual Meeting.

      Unfinished Business:

      1. Locks on the tennis court – Roger Pence opted not to install the combination locks that have been purchased by the association.
      2. Retaining wall near Lot 78 – After checking with the city, it was determined by Peggy Rouse that the retaining wall at Lot 78 is the responsibility of the owners backed up to the wall and not the association.

      New Business:

      1. Kelli Brooker suggested that we post signs at the main entrances and the tennis court announcing the presence of security cameras. She will research signs and report back to the board.
      2. Architecture: Peggy Rouse brought up the choice of house color at Lot 51, saying it wasn’t one of the colors listed in the Architecture palette and feels it shouldn’t have been approved by the committee. After discussion with the attending board members, it was decided that we will tighten up the Architectural Guidelines to prevent this type of scenario in the future. Peggy will present a submission to the board for review and discussion. 

      Committee Reports

      1. Architectural: Two ‘Requests’ were approved
      2. Hospitality: No report
      3. Landscape: The 2026 Solitude Landscape contract has been signed. The contractor has briefed the crews to avoid saturated areas in order to reduce ruts in the lawns. The Wallace Road plantings are completed, over 350 daffodils have been planted in the common areas and there is still $193 remaining from donations for spring plantings. A large oak tree on 11th street has been trimmed to eliminate dead branches falling on 11th Street or the sidewalk. Dan Hickox would like owners to know that any tree or branch work throughout the common areas must be approved by the Landscape committee. He’s asking for more resident participation on the Landscape Committee and reminding owners that fines are now being implemented per the Enforcement Resolution for yard violations. 

      d. Maintenance: Dan HIckox and Roger Pence insulated some of the irrigation boxes for the winter. The tennis court nets will be removed during the winter and stored in a board member’s attic to preserve their life.

      e. Nomination: Two board members remain on the board after the Annual Meeting. A third board member has agreed to extend his time for one year. He and four other homeowners who have indicated they wish to serve will be voted on at the Annual Meeting. There are slots for two more nominations which have a deadline of December 31, 2025. 

      f. Volunteer: Don Dyer reported that he assisted a tenant and her son in removing a large blackberry thicket and other overgrown greenery that blocked the walkway between units 59 and 60. He also removed blackberries behind other units along Springwood Lane.

      g. Website: No report

      Mail and Correspondence:

      1. Ordinances 3763 and 3947 were located in the files recently. After confirming with the city planning office, it was determined that the wall along Wallace Road is the responsibility of the homeowners who are backed up to it. They have been notified by the secretary and the wall item has been removed from the Reserve Fund.
      2. Rep. Elmer’s office responded to a letter sent by Peggy Rouse regarding amending ORS 94.670 to reflect inflation adjustments. The wording for the amendment will be revisited with the board in the summer of 2026 for presentation at the 2027 House of Representatives’ session. Peggy will keep an eye on the timeline and communication in 2026, even though she will no longer be on the board of directors. The association will either need to have a vote to opt-out of an independent financial review in 2026 and 2027 or pay for the review in those years. The list of new board members in 2026 will be sent to Representative Elmer after the Annual Meeting.

      Discussion:

      Ed Puikunas reported that his property’s foundation appeared to be shifting and wondered what might be done. It was suggested that he attempt to find the builder and check with the city and county planning offices for advice.  

      Adjournment was at 7:38 p.m.

      Posted on

      Nominating committee seeks new board members

      From Dan Hickox, Shadowood Nominating Committee Chair:

      Your Shadowood HOA Board is in need of your help. Several of our board members’ terms will be expiring at the annual meeting on January 20, 2026.

      Some of you may not be aware that, if we do not have at least five members on the board, we are required by the State to hire an independent management company to handle our affairs (known as receivership). This would lead to higher dues and we would still be required to have four officers on the board.

      The current Board has done a lot of work in the past few years, making infrastructure improvements, landscape improvements, administrative and legal compliance, creating a reserve fund plan and long-term budget plan, and bringing Shadowood into compliance with all required Oregon State HOA rules.

      To fully understand what board members do, please refer to the Bylaws under Chapter 4. In a nutshell, board members:

      • Hold the executive officer positions of President, VP, Secretary and Treasurer for 3-year terms and the remaining board members hold regular positions for 3-year terms. Each year the board members hold elections at their annual organization meeting for the executive officer positions.
      • Attend regular meetings throughout the year and any special sessions that are required.
      • Participate in the decision-making process for Shadowood Greenways HOA
      • Provide input on improvements, budget, committees, etc.
      • Are members of the Budget, Landscape, Architecture, Hospitality, Maintenance, Website or Volunteer committees.
      • Maintain communication with the other board members via email or in person.

      Although this may sound like a lot, it is not a huge time commitment and you can have a voice in how your Shadowood HOA operates.

      If you would like to contribute to the association’s future, we would love to hear from you. We would appreciate your help in keeping the dues low and assisting with the tasks to keep our association in great condition.

      Please contact me soon, as January is approaching fast!

      Regards,

      Dan Hickox – Nominating Committee Chair

      shadowoodtreasurer@gmail.com

      662-357-8589