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Shadowood owners encouraged to submit opt-out ballots by Oct. 1

The following Opt-Out ballot FAQ is from Dan Wilcox, Shadowood Greenways Association Treasurer:

What is the Opt out for?

ORS 94.670 is the Oregon statute that sets out the financial and record‑keeping obligations for homeowners associations (HOAs).

Why do we need this?

If an association has assessments (dues) totaling $75,000 or more, we are responsible for getting our financial reports reviewed by an independent certified public accountant (CPA) or hold a vote where 60% of our owners choose to ‘opt out’ of said review.  The Shadowood assessments are $87,000.00 for 87 units.

What is Shadowood HOA’s process?

Shadowood already utilizes Mckenzie Duncan Johns CPA’s in Mcminnville for all our financial dealings. We also require two signatures on every check distributed from HOA accounts.

If we were not able to reach the 60% opt out ballot count we would be required to hire an accountant to review our accountant Mckenzie Duncan Johns. This would be an unnecessary expenditure of HOA funds of $2,000.00 or more from HOA dues money.

How can we reach the 60%?

If you select the first box on the ballot “in favor of Opting Out” and return it to the secretary either in person or via email to rjrptr@comcast.net prior to October 1, we will reach the required percentage to avoid  hiring an outside firm. We also did this the past two years.

We have written to the Oregon Legislature and asked that they review raising the amount from $75,000.00 so we can avoid this process in the future. We are on the schedule for 2027 or 2028 for them to review.

If you need a ballot, download or print a copy here.

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Architectural Committee suggests ‘cohesive’ color schemes for standalone homes

Are you ready to repaint your home, but you’re having a hard time settling on which colors to use?

The Shadowood Greenways HOA’s Architectural Committee has introduced a series of suggested color schemes for standalone homes that retain the architectural cohesiveness of the Shadowood community.

The new suggested color combinations are for standalone homes. Townhomes, which comprise the majority of homes in Shadowood, have their own color schemes (click here to see those).

The suggested color schemes for freestanding homes are at: https://www.shadowoodgreenways.com/color-palettes-for-stand-alone-homes/

Using one of the color groups when repainting a standalone home is recommended.

The existing colors of current standalone homes are “grandfathered” and may also be re-used when repainting a freestanding house.

The architectural committee wishes to remind residents that a property modification request must be submitted and approved for any repainting job, regardless of which color scheme the homeowner wants to use. Architectural Update/Modification Request forms for this purpose can be found by clicking here.

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New guidelines for townhome exterior colors

An open letter to Shadowood Greenways Association homeowners from the Architectural Committee

Since the Architectural Guidelines and Checklist were updated in 2024, we’ve noticed a few townhome buildings that no longer match in appearance. Unfortunately, this inconsistency affects the overall look of Shadowood Greenways and may even impact property values. The 2026 Architectural Committee has worked to bring things back into alignment with a few important adjustments.

We are returning to the original intent of the CC&Rs, Article VII (b), which states that all units within a multi-unit structure must remain consistent in exterior appearance and roofing. If owners within a building disagree, the Architectural Committee is responsible for resolving the issue. In general, the existing appearance should remain the standard unless all owners in the building agree to a change and the Committee approves it.

In simple terms: All homes within a townhome building must share the same main color and trim color. Most buildings already follow this pattern, so this is a practical way to restore consistency. As always, the Architectural Committee determines the approved colors — just as previous committees created the online palette. 

A new color palette specifically for townhomes is now available on this website. This palette will be used unless every owner in a building agrees to a different color and agrees to paint the entire building at the same time, after submitting a request and receiving approval. 

The color palette for stand-alone homes remains available on the website as well.

We also want to remind everyone that painting without submitting a request form and receiving approval is not permitted. If work begins without approval, the Architectural Committee is obligated to stop the project and require compliance with the Guidelines. 

To help avoid confusion, we’ve updated the name of the request form to “Architectural Update/Modification Request Form.” Even if you are repainting your home the same color, this is considered an update and still requires a submitted form. 

Please take a moment to review the General Information section of the Architectural Guidelines and Checklist for additional clarity. And if you have questions, feel free to reach out to the Architectural Committee Chair, John Zacrep, at 720-291-2653 or zacrepj@gmail.com. 

Thank you for helping us maintain the quality and character of our community.

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Friendly reminder: You can pay your dues online

July has arrived, and that means HOA semi-annual assessments of $500 are due.

When you receive your Shadowood Greenways Association invoice this month, don’t forget that you can pay your dues online using a credit card. Just look on the right-hand side of the website home page for the link that says: Make a dues payment

That takes you to a secure online form where you can fill out your name, email address, credit card information and the amount you want to pay. Then click the Pay button. When the treasurer sees the deposit in the Shadowood Greenways bank account, it will be applied to your dues.

Please note that there is a 3% surcharge for paying online. Shadowood Greenways Association is using a payment processing company called Clover to offer this payment convenience. Clover charges a 3% service fee for each transaction.

Mailing a check to the P.O. box listed on the invoice is the alternative way to pay your semi-annual dues.

The Shadowood board of directors appreciates your prompt payment of your dues.

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Shadowood board approves change to late assessment penalty fees

On May 20, the Shadowood Greenways Association Board of Directors adopted a change to the penalty fees that are charged whenever an assessment payment is overdue.

Each homeowner in Shadowood is currently charged a semi-annual assessment of $500.00 on Jan. 1 and on July 1. The funds pay for upkeep of the Shadowood common areas and roadways.

Here are the changes made by the board members to the Collection of Unpaid Assessments resolution:

  • A $25 late charge was dropped.
  • Assessments are considered delinquent if not paid within 90 days of the billing date. Once delinquent, an interest rate of 1% per month will accrue on all unpaid assessments. The interest will accrue beginning from the billing date.

The full Collection of Unpaid Assessments resolution is available here.

The board thanks the majority of Shadowood residents who pay their assessments in a timely manner each assessment period.

As of 2025, owners may now pay their assessments online by credit card. Go to https://www.clover.com/pay-widgets/49105d92-a0d6-4af0-b049-29b50f8383fd to make your online payment. Please note that there is a 3% surcharge added to all online credit card payments.

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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.