11-21-24 Board Meeting Minutes

Shadowood Homeowners Association

HOA Board Meeting

Minutes for November 21, 2024

Michelbook Country Club, Gallery Room – 6:00pm

The business meeting was called to order by Aleena Stephens at 6 pm. Board members present were Roger Pence, Aleena Stephens, Peggy Rouse, Dan Hickox, Mark and Kelli Hilliard, Don Dyer, Bill McGann and KC Marold (by proxy). We had three guests: Rich Rouse, Karen Hartsock and Pedro Landeros.

The minutes of 9-17-24 and 9-29-24 meetings were approved via email prior to this meeting.

Dan gave the treasurer’s and budget committee reports seen at the end of these minutes. Discussion is occurring regarding payment schedules for members who wish to pay on a monthly or quarterly basis. We’re also looking into electronic payments for the future.

Under Old Business:

  1. The CTA filing was completed on 10-21-24 by VF Law. A filing will need to be done again within 30 days of a new Board being voted in at the Annual Meeting.
  2. Peggy handed out copies of the current Architectural Guidelines & Checklist with copies of CC&R sections pertaining to them to those members of the ad hoc committee. She’d like to have committee members work on them individually and then meet sometime in December to solidify them by the end of the year and present them for approval by the Board at the Annual Meeting.

Under New Business:

  1. Peggy described the complaints received over the past year and a half that were lodged against the tenant in Lot 62, the first notice of violation sent to the owner of that property, the need for a 2/3 vote from the Board and moved “that the Board of Directors approve the changes made on October 16, 2024 to the Enforcement Resolution”. Bill seconded the motion. It was unanimously approved and goes into effect as of 11-21-24.
  2. The new etiquette letter for parking is on the websites. All parking signs have been removed, as has the Vehicle Tow Warning from the website.
  3. There is a need to organize a Nominating Committee for Board positions. Contact Peggy to volunteer to work on this committee. Two Board member’s terms are expiring at the Annual Meeting in January 2025 and those vacancies need to be filled. Those members are Aleena Stephens and Don Dyer. Dan Hickox, whose term is ending this year, wishes to remain on the Board.  

Committee reports.

  • Architectural: Has approved 4 ‘Request to Modify’ requests. Roger says the Architectural form is working well through the website. Aleena assured us that all the requests are being archived on a permanent basis in a spreadsheet.
  • Landscape: See Dan’s report at the end of these minutes. Also, Dan has many daffodil bulbs that need to be planted between now and early spring. Anyone interested in helping needs to contact Dan for the bulbs. He is keeping a map of where everyone is planting daffodils.
  • Maintenance: Rich reported that new pet waste cans were installed around the common areas and in the tennis courts since the last meeting. The committee will be requesting a Maintenance budget of $7,800 for 2025, based on: replacing the tennis court gates including more robust locks, power washing the tennis courts and replacing the tennis court nets. Roger reported that Farnham Electric replaced the light bulb near the bridge and a second bulb was purchased for later needs. Dan will be filing a report with the city to get three street lights’ bulbs replaced.  
  • Reserve Study: Rich presented a draft of the study and reported that at the annual meeting the Committee will ask for a resolution to accept the study with a goal of reaching 70% or greater fully funded during the 30 year time frame. He handed out copies of the Executive Summary, Component List, Fully Funded Balance sheet, Component Significance, 30-Year Summary and Income/Expense Detail to the Board members. All members can contact Roger, Rich and/or Peggy Good with questions or concerns prior to the annual meeting in January.
  • Volunteer: Don reported that volunteers were sought to help with the French drainage project by the tennis courts. He noted that the handful of people who helped did a tremendous job and it would be great if more people became involved. Currently, there are no other projects in the works.
  • Website: Aleena reported that the new website is fully up-to-date. Paul McAfee has signed on to help Aleena with the new website. Paul has been instrumental in keeping the old website up-to-date.

Mail & Correspondence: Peggy will be sending out the revised Enforcement Resolution to all owners and tenants within the week and have it published on the websites.

Discussion: Don thanked Rich for his work on the Reserve Study. Peggy asked Pedro Landeros if he had any questions for the Board concerning tonight’s meeting. He did not.

The meeting was adjourned at 6:43 p.m. The next scheduled meeting will be the Annual Meeting on January 21, 2025.

Shadowood HOA BOD Treasurer Report

Treasurer / Budget Committee Report – 11/21/2024

As of October 31, 2024, we have $49,744.91 in the checking account, $15771.62 in the savings account, and $29,703.73 in our CD as of the last quarterly statement.

Reviewing our expenditures against the budget, it would appear that we will meet our projected expenses in most areas. I anticipate slight overages in the following categories as estimated below:

Accounting                          $800.00              

Street Sweeping                $135.00

Legal                                      $350.00

Landscape                           $100.00

We will have budget savings in several categories that will more than compensate for these items. All of this is to say that I am optimistic that we can finish the year well within our expected expenses. At the end of December we will evaluate our position and add remaining excess funds to the Reserve and/or Savings.

As of 10/31/2024 total expenditures were $62185.66, Budget remaining $25054.56 on a total 2024 budget of $87240.22.

We have three liens outstanding with a cumulative value of $11071.00. As with the expenses, these figures are as of October 31, 2024.

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. Also we will be finalizing our 2025 Budget for approval.

Thank you

Dan Hickox

Shadowood Treasurer

Shadowood Landscape Committee Report 11/21/2024

Accomplishments since last meeting:

Removed dead rhododendrons from 11th street island, tilled and added topsoil

Added topsoil to island across from 11th street turnout where eroded

Drainage Project in Common area to alleviate path flooding:

                French drains installed

                Rock fill installing – in progress weather permitting

                Remaining cleanup and cosmetic work asap in disturbed areas.

Tree Maintenance – Tree Planet completed all required tree trimming and removal throughout Shadowood. This was an extensive project to take care of all dead or dying trees.

Tree Planet will be providing estimate this week to trim arborvitae on 11th street.

The committee met with Yamhill Soil / Water Conservation to discuss further the creekside areas. We have a plan and will begin some work in the spring. Volunteers would help save us funds. We will be removing invasive species, planting new native plants and doing some general cleanup.

In conjunction with the drainage work we will be looking at planting things that enjoy a damp environment to help some of the areas prone to flooding.

Irrigation system repairs / improvements – will get estimates for 2025 budget planning

The Committee has completed interviews with current and potential landscapers and will evaluate our results in December. The focus will be quality of work and cost savings.

Dan Hickox

Landscape Comm Chair