Shadowood Homeowners Association
HOA Board Meeting Minutes
Tuesday, June 17, 2025 – 6:00 p.m.
1000 NW Springwood Lane
Those board members attending were Peggy Rouse, Dan Hickox, Roger Pence, Mark & Kelli Hilliard and Bill McGann along with two residents, Nancy Vaughn and Don Dyer.
The meeting was called to order at 6:01 pm.
Secretary’s report: Roger reported that the April 2025 minutes were approved by a majority vote on 4-18-25 by email and the changes to Exhibit A Schedule of Fines was approved by a 2/3 vote on 4-18-25 by email.
Treasurer & Budget reports: Dan Hickox reported that as of 5-31-25 the association has $33,964.74 in checking, $18,189.59 in savings and $40,443.88 in the CD. The CD has earned year-to-date interest of $381.25.
We are exceeding our projected expenses in Accounting, Landscape contract, the lighting/water budget and the tree budget. To remain on budget for the remainder of the year, we will need to keep the Landscape and Maintenance committees actions under $5,400.
Some funds will need to be moved from one account to another in order to pay the overages. At the time of the report, Roger moved that we transfer $1575 from the landscape account to the tree account and Bill seconded the motion. It was unanimously approved and passed by those attending Board members. Following that, Dan moved that the Board approve merging funds from the landscape and maintenance committees to accomplish drainage work in the common area and the irrigation controller switched to battery power near Lot 57 for $6,680; Bill seconded the motion and it was unanimously approved and passed by those attending Board members.
Old Business: Collection of Unpaid Assessments Resolution was passed on 4-15-25 and sent to Association owners on April 19 and April 21, 2025.
New Business:
- Peggy brought up the subject of umbrella policies for Board members and whether the Association should pay for the extra insurance coverage. Further discussion will be held at the next Board meeting to decide if it should be added to next year’s budget and for what amount.
- Peggy also brought up the need for painted no-parking lines at the end of Summerwood Drive to make it easier for delivery & emergency vehicles. The Maintenance and Volunteer committees will be responsible for making this happen.
- A resident brought up a question about a deteriorating retaining wall on Summerwood Drive through email. In answer to where to report this type of issue, the Maintenance Chair will be building a Maintenance Concern Form for the website so residents can bring up issues that don’t fit in the Architectural, Landscape or Enforcement forms which already exist on the website.
Committee reports:
- Architectural: Approximately 5 Request to Modify forms were submitted and approved; these were mainly for painting units.
- Hospitality: Peggy reported on the progress and planned events of the upcoming picnic on Saturday, 6-21-25. If the weather is very rainy, we can take it to Peggy’s house instead of the tennis courts.
- Landscape: Dan reported that Solitude cut down the weeds where all of the orange/red flags & tape were in the common areas. They will apply pre-emergent in the fall and continue applications approximately 8 times throughout the year, starting in 2026. Path and sidewalk weed removal/prevention will be part of the weed control package. We will be receiving free wood chips from several tree companies in order for us to disperse it as mulch. We’re hoping this will be a volunteer project, rather than having to pay someone else for the service. Some of the wood chips will be dispersed on the south side of the creek to help mitigate the drainage problem. The committee will be communicating with the residents adjacent to the area. A large tree leaning toward the tennis courts will be removed, which will also allow us to prep for drainage work in the area.
- Maintenance: Roger reported that, along with the Volunteer Committee, one tennis court was cleaned and the committee is hoping that more residents will be inspired to help clean the other court. New combination locks were purchased and will be installed on the tennis court gates. The combination was decided on by those board members attending and, in the future, residents will have to get the combination from, possibly, the Maintenance Chair. The bridge railings and more Grip Strips are needed and will be handled by the Maintenance Committee. The drainage project next to the bridge will be determined by the Maintenance and Landscape Committees. The Volunteer Committee will be installing the last dog waste container near the mailboxes at the Michelbook entrance.
- Volunteer: Don Dyer reported about the tennis court cleaning, which involved 8 volunteers and 44 hours combined. Sharon Scoltock allowed them to plug into her electric and water lines for the job. The committee will be installing the final dog waste container and bridge maintenance in conjunction with the Maintenance Committee. They are also planning to clear the underbrush along the creek and brainstorming weed control issues around the tennis courts in conjunction with the Landscape Committee.
- Website: Peggy reported that Paul McAfee has added the ACH link for online payments to the website, as well as the weed control notice and pictures of the tennis court clean-up. Paul asks that when anyone sends pictures for the Picture Gallery, they include captions.
- Mail & Correspondence: The Summer Letter was sent out at the beginning of June.
Discussion: There was discussion about changing the CC&Rs after getting a clearer definition from the city as to who is responsible for sewer repair in the Association. Roger will look into that.
The meeting was adjourned at 7:15 pm.
The next meeting is at 1000 NW Springwood Lane on Tuesday, August 12, 2025, at 6:00 p.m.