Shadowood Homeowners Association
Annual Meeting Minutes: January 23, 2024
McMinnville Community Center, Room 203
7 Board Members were present. 25 total members attended.
The business meeting was called to order by acting President Roger Pence at 6:35 pm.
Roger announced that he was stepping in as acting President due to John Zacrep’s resignation effective January 1, 2024 via email. We currently have eight board members and will not be nominating any more for this year. The Board of Director’s Organization Meeting will be held on 1-27-24 to elect the officers for 2024 along with other business.
The November 7, 2023 meeting minutes were reviewed and approved via email by a majority vote of the Board on 11-17-23.
The Secretary’s report covered what handouts were available on the entrance table and in the packets.
The Treasurer’s report covered the total revenue received in 2023 of $82,656. There is currently $21,465 in checking and $39,211 in the Savings account (reserve & unallocated) for a total of $60,676. After the election of officers, the Treasurer will be taking $20,000 from savings and putting it into a 6-month CD at First Federal at an interest rate of 4.85%. An additional note was given – the new Treasurer report and category changes will take effect and the accounting firm calculating the 1% late fees begins in January 2024. The Board Members unanimously accepted the Treasurer’s Report.
Old Business: Roger gave a report on the 2023 Year in Review, which included the approval of new board members and officers, clearer budget documents and processes, the website, some Landscape Committee items, the formation of the Maintenance Committee and what they’ve been working on, working with the attorney to create an additional amendment to the CC&Rs, the Gale’s Towing contract, updated information about the sewers and thanking John Zacrep for his years of service.
New Business: Peggy Rouse went over the steps of the proposed CC&R amendment and ballots.
Committee Reports:
- Architecture – Kelli Brooker and LV VanBlaricom have joined the committee. The committee is continuing to update the guidelines, checklist and color palette.
- Budget – Dan Hickox handed out the 2024 Budget showing the total revenue expected of $87,000 in 2024. A copy of the 2023 and 2024 budgets is attached.
- Hospitality – Kelli Brooker has joined Nancy Vaughn and Peggy Rouse on the committee.
- Landscape – Dan H. reported on the committee accomplishments for 2023. They worked on branch and tree removal, sod, looking for solutions to soggy grounds, procuring free fill dirt and wood chips for erosion control, and before the Maintenance Committee began, having pressure washing done and chains and signs put up regarding parking and pathways. Dan covered what was discussed during the committee’s December walk-through with Cascadia, such as trimming 11th Street arborvitae, removing dead bushes, trimming shrubs and overhanging branches, cleaning up along the creek behind Lots 42, 43 & 44, spraying weeds, cleaning up downed branches and other pathway interferences near Lots 25 & 26 . The attending members were asked how often they would prefer to have Cascadia Landscape crews blowing leaves off the streets during the times other than during Fall Leaf Collection. The majority of those attending replied, “Once a month is sufficient.” Some members asked if Cascadia would tell the committee what chemicals are used when they spray on Wednesdays and if they can leave flags at the spots where they have sprayed so dog walkers can avoid those areas. Dan also reported that we can always use more volunteers for planting trees, shrubs or bulbs and for work days.
- Maintenance/Reserve Study – Rich Rouse reported that the Maintenance Committee was formed to create and implement a Reserve Study, conduct an annual review and update of the Study and supply input to the Board about corrective action to common area maintenance issues. The Committee prioritized and corrected slipperiness on the wooden foot bridge and unauthorized use of the parking area across from the tennis courts. They will be working on the walking path lighting, an improved locking system to the tennis courts and new tennis court nets. Those last three items, as well as a sprinkler system upgrade, were recommended for the 2024 budget. The Board of Directors received the draft Reserve Study at the November 7, 2023 Board Meeting with the intent they study it and be prepared to vote on it at the Annual Meeting of 2024. Therefore, a motion was made and seconded by Bill McGann and Mark Hilliard to accept the Shadowood Greenways Reserve Study. It was unanimously approved by the attending Board members. Handouts of the Executive Summary, Component List, and the 30-Year Summary were distributed to all attendees. Rich also asked that anyone interested in joining the committee contact him at 503-860-2869, Roger Pence at 425-577-1591 or Peggy Good at 503-758-4476.
- Website/Facebook – Dan H. reported that both mediums are always being updated and you can find most of the information from the meetings on those sites. Updated maps will eventually be posted on the website and possibly Facebook.
- Mail and Correspondence – Peggy R. shared praise that the board received from one of our homeowners.
There were no Requests to Modify or Landscape Concern Forms to report on.
Discussion – Leah Flake brought up the parking and trash can violations that she’s noticed on Summerwood Drive. Both Peggy Rouse and Peggy Good explained about the Parking Etiquette page and the Enforcement Resolution with the Exhibit A Schedule of Fines page on the website. It was explained that members need to read these resolutions and follow the steps in order to file a complaint. Lea Ann Knorr brought up the parking issues on Shadywood Street. Peggy R. asked Roger P. if it would be possible to create an ad hoc committee to handle this issue. That will be done at the Board of Directors’ Organization Meeting this month.
There will be 5 more Board meetings in 2024. Everyone received those dates in their handout packets. The next Board Meeting will be on Tuesday, March 19, 2024 at Michelbook Country Club, Gallery Room.
The meeting was adjourned at 7:43 pm
These minutes were approved by a majority of the Board of Directors on 1-27-24 and 1-28-24.