Shadowood Greenways

The Shadowood Greenways Association approved the proposed 2026 budget at the association’s annual meeting on Friday, Jan. 16, 2026.

Here are the budget and supplemental budget line items unanimously approved by the board:

Questions about the budget can be directed to Shadowood Treasurer Dan Hickox at shadowoodtreasurer@gmail.com

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.

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: 

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.

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 11^th street has been trimmed to eliminate dead branches falling on 11^th 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.

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.

• 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

Here are two city ordinances relating to the Shadowood Greenways development.

Ordinance No. 3763 was filed in 1975 and was instrumental in shaping Shadowood Greenways’ Covenants, Conditions and Restrictions document (CC&Rs).

Ordinance No. 3947 is an amendment to sections 5 and 9 of Ordinance No. 3763. 

Leaves will be collected on Shadowood streets on Fridays throughout November

Leaf collection in Shadowood Greenways will be a little different this year.

Solitude, the HOA’s landscaping contractor, will be using a vacuum truck to collect leaves on Fridays this year throughout the month of November on Shadowood streets (not on 11th Street, which is city-maintained).

Dan Hickox, chair of the Shadowood Landscape Committee, noted the following:

·         Please have all vehicles removed from the street and curb areas  prior to Friday morning and through the end of the day Fridays.

·         Have your leaves positioned near the curb in a line as shown in the picture below.

·         Make sure there are no sticks or objects in the leaves as this will obstruct the truck’s intake.

·         Make sure you leave the gutter areas clear for rainwater drainage like the picture below shows.

Hickox said other changes include building up the health of the garden and creek areas throughout Shadowood. Instead of blowing all the leaves off every surface, they will be blown into garden and creek areas where available. This will also be done with grass clippings.

In 2026, the Landscape Committee will:

• Tackle the blackberry, ivy and Yellow Flag Iris problems in some areas.
• Look at more efficient changes to the irrigation systems for water savings.
• Continue the weed control program.

Hickox is also looking for volunteers to help plant 300 bulbs from donations. Those interested in helping can contact him at shadowoodtreasurer@gmail.com.