9-17-24 Board Meeting Minutes

Shadowood Homeowners Association – HOA Board Meeting

September 17, 2024, 6:30 P.M.

Michelbook Country Club, Gallery Room

There were 12 people in attendance which includes a quorum of 6 Board positions.

The meeting was called to order at 6:30 pm.

The July 18, 2024 Board of Directors meeting minutes were approved by a majority of the Board at an earlier date via email.  

Treasurer’s report:

As of 8-31-24 there is $49,731.57 in checking, $19,420.53 in savings and $29,490.89 in the CD. $490.89 of the CD is interest earned within the past 8 months or so. The Association will meet the projected expenses in all areas with the exception of Accounting and Street Sweeping. A transfer of funds from the Landscape budget of $700 will make up the difference for Accounting and Dan Hickox believes we can easily make up the difference of about $300 for the Street Sweeping. We will be able to finish the year within our expected expenses.

As of August 31, 2024, we still are owed dues payments of $7,652. Also, there is a cumulative value of $10,891.69 owed on three outstanding liens.

Budget:

For the upcoming annual meeting we will be providing an itemized breakdown of expenses throughout the year so residents can see exactly where their funds are going.

Old Business:

  1. Parking Complaints: We asked for any other suggestions to alleviate complaints and listed the items that had been presented previously. A majority of attendees want an etiquette letter sent out asking neighbors to be more considerate of where they park. The Board of Directors plans to meet in approximately two (2) weeks to deal with a related issue and will deal with it at that time.
  2. We are saving discussion on child safety for the November meeting.
  3. Trash from Transients: Lea Ann Knorr has been picking up trash as she sees it while walking. Thank you Lea Ann!  It was suggested that we all participate in that practice to keep our neighborhood looking good.

New Business:

Peggy Rouse reported on the Corporate Transparency Act (CTA) which must be complied with by January 1, 2025. She recommends that the Association hire VF Law to file on our behalf in order to make sure the reporting requirements are met and correct. The one time fee of the initial filing is $750 and any changes to the filing afterwards will be $250. The attorney will clarify just who in the Association must file. For further information, check out: State of Oregon: Business – Corporate Transparency Act.

Committee reports:

Architectural:

  • Aleena Stephens reported on the success of the 7-23-24 Committee Meet & Greet. Several people attended and were pleased to see the new color palette and also to learn a bit more about the new website.
  • The new color palette is the guide for homeowners to use when selecting their exterior paint color. It can be found at www.shadowoodgreenways.org under Architecture Committee.
  • Attendees were asked to join Aleena, Roger and Peggy to help rewrite the Guidelines and Checklist. Once the rewrite is completed the Board will discuss, review and vote on it. Don Dyer and Sally Kennedy have joined the Architectural rewrite committee.

Landscape:

  • Dan reported that the committee will have another walk around with the Greater Yamhill Soil and Water representatives on October 1, 2024.
  • We’re hoping to have a fall clean-up around the creek with the help of the Volunteer Committee.
  • In order to have Tree Planet attend to all of the trees this year covered in their bid of $8,650, we will need to transfer $3,650 from the Emergency Fund to the Tree fund. Bill McGann moved that we do so and Don Dyer seconded the motion. It was unanimously approved by the attending Board members. We will replace trees that have been removed where it is feasible.
  • The Committee is also addressing issues such as, correcting the drainage problem near the tennis courts, holding a tree/shrub planting day in the fall, the swampy ground behind Lots 26, 32 & 33 and rewriting the Landscape contract.    

Maintenance:

  • Richard Rouse reported that the price of the tennis court locks is higher than we anticipated, so replacing the nets may have to wait until next year. It was asked if we can remove the really bad nets now? The committee will look at it.
  • Don Dyer wanted to know when the bridge will be painted. The budget will have to be checked (per Richard).
  • Volunteer: Don Dyer worked on replacing some siding on a neighbor’s home and is working with Roger & Dan about coordinating projects.
  • Website: Aleena is continuing to add to the www.shadowoodgreenways.org website. We will continue to use www.shadowoodgreenways.com until the paid contract expires in two years.

Mail & Correspondence: An electric bike was stolen from an open garage at Lot 63. This is a reminder to keep your garages closed when you’re not in attendance.

Discussion: David Koch brought up the subject of loud cars and racing on 11th.  He was told that 11th is a city street and the subject should be brought up to them.

The meeting was adjourned at 7:25 pm

The next meeting will be held at the Michelbook Country Club on Tuesday, November 19, 2024 at 6:30 pm.