Shadowood Greenways Association
Board Meeting
Thursday, July 18, 2024
Michelbook Country Club, Gallery Room
6:30 pm
8 members of the Board of Directors were in attendance along with 10 other residents. The business meeting was called to order at 6:30 pm.
The minutes of the previous two meetings were approved via email prior to this meeting.
Treasurer’s report:
Dan Hickox reported that as of 6-30-24 the Savings & CD balances equaled $44,208, the Checking balance was $33,836, our CD has earned $391.76 over the past six months and the Reserve and Emergency Funds have a balance of $43,959.43. We have $12,037 in past due accounts beyond 90 days and Dan will be taking more aggressive action on collecting from the worst offenders in the coming months. Our budget spending categories are currently on track for the year. Any surplus amount toward the end of the year will be added to the Savings and Reserve funds. The report was accepted by a majority.
Old Business:
a) Three members of the Executive Board had a preliminary meeting with members of the Michelbook CC to revisit a conversation about the Country Club using our tennis courts. They talked about economic and residents’ impact, resurfacing the court, providing 4 pickleball courts in total and having better gates. The club will look into the costs of improving our courts and some of our board members are also researching the impact of pickle ball courts in the neighborhood. We plan to meet with them again in about a month’s time.
b) Five members (a majority) of the Board of Directors do not want to have a parking policy; therefore, we are looking into other ways to alleviate any parking complaints. One recommendation is to designate all parking areas with signs that read “Shadowood Greenways Neighborhood Parking, be kind to your neighbors.” Aleena Stephens will compose an etiquette letter to be sent via email and on our new website at shadowoodgreenways.org.
New Business:
I) A discussion was had concerning the safety of children in the neighborhood. It was brought to the attention of the Board that children are darting out into the street from between the larger parked vehicles at the front end of Springwood Lane. Suggestions to handle the problem were:
a) install chain-linked fencing at both ends of the grass area between the townhouses of lots 57-62 and 63-68 to be used as a designated play area. We would have to look at such things as the liability issue if someone gets hurt and how it would impact those residents as far as noise level;
b) have the larger vehicles parked elsewhere to ensure drivers can see children in that area;
c) post signs stating parents are responsible for the safety of their children and should be supervising them
d) post signs reading “Slow – Children at Play” that can be purchased or have school groups make them
e) have other kid-friendly areas such as: the grass area along the creek path or near the tennis court parking area (where the playground once was).
II) Concerning transients sleeping on our grounds, the suggestion was to be aware of who’s around and report it. Some information flyers were distributed to the attendees from the McMinnville Community Task Force giving the non-emergency phone number of 503-434-6500 in order to report camping, trespassing, suspicious activity, etc. to the authorities. Residents may also alert any member of the Board of Directors by going on our website.
III) A short discussion brought up who is responsible for taking care of the trash left by transients. Aleena will put something on the new website addressing “See Something?…Say Something.”
Committee Reports:
a) Architectural: All color palettes have been approved by the committee and are posted on the new website. There will be a “meet & greet” on Springwood Lane around 5 to 6:30 pm on July 23 near Lot 53 for anyone interested to learn more.
b) Landscape: Dan reported that our current landscape budget is $5050 and the Tree Preservation budget is $5500, with $500 being spent soon to remove a damaged pine near Lot 56. He stated that the current contract with Cascadia is scheduled for renewal in January 2026. The committee will be reviewing and drafting the association’s own contract for the future with multiple bids in January 2025. This is to attempt savings in costs on overall landscape expenses. They will look at what tasks can be done by the association more efficiently. Any new contract will be set for 2 years initially and the vendor must itemize their billing rather than the current bottom-line figure. The committee will be setting up a meeting with Cascadia to review the billing and services.
The items currently in the works are:
- Refurbishing 3 islands on 11th Street with plantings and drip systems and asking residents to help water those plants.
- Repurpose the Yellow Flag Iris along the creek to other areas remembering that this is an invasive species.
- Obtain an irrigation system map from Cascadia.
- Arrange with Tree Planet to provide free, clean wood chips for garden areas.
- Evaluate mulch applications throughout the association.
- Test different plants for the soggy area behind Lots 32 & 33.
- Determine and schedule fall plantings of trees/shrubs/bulbs and invite residents to ‘adopt a tree.’
- Contact nurseries for wholesale prices.
- Have a meeting with Greater Yamhill County Soil & Water Conservation for the riparian area at Cozine Creek.
Following his report, questions were asked about the date that watering the lawns begins each year; tree stumps that aren’t ground down (too expensive); can the flood water near the tennis court sidewalk be diverted elsewhere and can the irrigation be upgraded to handle the rhododendrons along the sidewalk at 11th Street near the courts. The landscape committee is working on these. Roger said climate is not the same as 50 years ago, so the existing plants may have to be reevaluated to consider more drought resistant plants.
c) Maintenance: The committee is planning to replace waste containers, hopefully with supplied bags. They are also looking into what is needed for the tennis courts, such as, new nets, resurfacing, etc. The locks on the gates need improving, as well. Rich Rouse mentioned that starting in September the Maintenance Committee will be updating the Reserve Fund effective the beginning of 2025. That will help determine what funds will be available.
d) Volunteer: No report. Roger mentioned that it would be nice to have a Fall work day.
e) Website: Aleena displayed the new website from her laptop and went through the tabs. The site is now active but not completed. Everyone with a computer can see it by going to shadowoodgreenways.org.
Mail and Correspondence:
Peggy reported that the semi-annual invoices have been mailed with the summer letter.
Discussion:
Peggy brought up the problem of advertising signs being posted on our grounds and reiterated that our CC&Rs prohibit these signs.
We adjourned at 7:51 pm.
The next meeting will be at 6:30 pm at Michelbook Country Club on Tuesday, September 17, 2024.