Author: Shadowood Greenways

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Volunteers clean up second tennis court

Both tennis courts in the Shadowood Greenways common area were cleaned and power-washed by volunteers this spring and summer.

Following the clean-up of one tennis court in May in the Shadowood Greenways common area, a second group of volunteers scrubbed and cleaned the remaining tennis court on Aug. 21.

The clean-up effort was organized by the Shadowood Volunteer Committee.

According to Shadowood Board Secretary Peggy Rouse, the volunteers used two power washers — one from the Mac Tool Library and the other belonging to Shadowood resident Paul Elias. The clean-up team also used brooms, blowers, and long-handled scrub brushes and squeegees, Peggy said.

Volunteer Committee member Vivien Pence brought a box of Bad Dog pastries for the volunteers to enjoy.

According to Volunteer Committee member Nancy Vaughn, the volunteers spent a total of 47 hours on the tennis court clean-up project, saving over $700 for the HOA.

Helping out with the tennis court clean-up on Aug. 21 were, from left: Paul Elias, Josephine, Elyott, John Briggs, Eloise and Natalie.
Helping out with the tennis court clean-up on Aug. 21 were, from left: Paul Elias, Josephine, Elyott, Jon Briggs, Eloise and Natalie.
Volunteer Lea Ann Knorr removes debris from the court.
Volunteer Lea Ann Knorr removes debris from the court.
Volunteers Mark Johnson and Lea Ann Knorr use blowers to clean the tennis court prior to power washing.
Volunteers Mark Johnson and Lea Ann Knorr use blowers to clean the tennis court prior to power washing.
Volunteers Mark Johnson, Lea Ann Knorr and Jon Briggs scrub the tennis court.
Volunteers Mark Johnson, Lea Ann Knorr and Jon Briggs scrub the tennis court.
Volunteer Committee members Nancy Vaughn and Don Dyer work on the tennis court. Don is the chairman of Shadowood's Volunteer Committee. Other volunteers included Shadowood Board President Roger Pence, Vivien Pence, and Shadowood Board Secretary Peggy Rouse.
Volunteer Committee members Nancy Vaughn and Don Dyer work on the tennis court. Don is the chairman of Shadowood’s Volunteer Committee. Other volunteers included Shadowood Board President Roger Pence, Vivien Pence, and Shadowood Board Secretary Peggy Rouse.
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Minutes of the Aug. 12 Shadowood board meeting

Shadowood Homeowners Association

HOA Board Meeting Minutes

August 12, 2025 – 6:00 p.m.

1000 NW Springwood Lane

Those board members in attendance were Roger Pence, Peggy Rouse, Dan Hickox, Mark Hilliard, Kelli Brooker, Bill McGann, Paul McAfee; guests were Don Dyer, Nancy Vaughn, Charles Hillestad, Lea Ann Knorr and Ed Puikunas.

The meeting was called to order at 6:00 pm.   

Minutes from the previous meeting had been approved via email on 6-28-25.

Dan Hickox, treasurer, reported that as of 7-31-25 there is $48,884.98 in checking, $18,190.51 in savings and $41,000.37 in the CD. Earned interest on the CD through June 2025 is $410.98. $7,809.40 was transferred from checking to savings on 8-11-25. Due to unexpected expenses in Accounting, Landscape, Water/Light and Trees, we will probably need to move approximately $3,400 from the Emergency Fund to meet the expenses of 2025. We’ve received approximately $72,642.55 this year. VF Law is now working to collect the debts of three owners, with the possibility of two more debtors being handed over to the attorneys for collection. Dan is working on setting up BillPay or ACH drafts for some of our regular vendors. Our online payment service via Clover has been used by nine owners.

Old Business:

Payment for Board members’ umbrella policies has been tabled until the next meeting.

New Business:

  • Automatic payments for regular vendors covered in Treasurer’s reportInvoices being sent via email by Secretary? – the board liked this idea provided everyone was given sufficient notice and offered an option to not go paperless.
  • OREF & ORS 94.670(5) – Peggy reported that due to the association receiving $75,000+ from assessments, we are now required to have an independent financial review each year or call for an affirmative vote by 60% of homeowners to opt-out of the review.
    • Also, according to our Bylaws/Chapter 2 – Membership/2.15, Peggy moved “that, as a Board, we suspend the voting rights of the owners of two lots who owe more than $1,000 as of August 12, 2025”. Bill McGann seconded the motion and the motion was approved and passed unanimously by those board members present. [Being of a private nature to the board only, the two lots are identified in the Secretary’s notes.]
    • Peggy also moved “that, as a Board, we call for a vote from association owners to opt out of an independent financial review.” Bill McGann seconded the motion and the motion was approved and passed unanimously by those board members present. Peggy will begin preparing the ballots for the membership.
  • Graffiti on Wallace Road wall: Roger filled out a police report. Discussion was about how to remove the graffiti and possibly painting over it or the entire wall. Charles Hillestad gave the name and contact information to Peggy of the Head of the Public Art Committee, Steve Rupp, for getting advice on a paint cover coat, which she’ll follow through on. Don Dyer recommended that someone go power wash a spot first to see if it works and if it does, he will power wash the wall.
  • Working Capital Fee recommended via email by Karen Huntsberger: Peggy stated that according to our CC&Rs Article V, Covenant for Maintenance Assessments, item 2, we could add a special assessment for capital improvements to the demand letter sent from the title companies. This ‘working capital’ would be paid at closing by the buyer. There was discussion about how to raise money which developed into a discussion about landscape and, ultimately, nothing was settled.

Committee Reports:

Architectural: Kelli mentioned that the committee was questioned about solar panels and there is one request for a new roof.

Hospitality: Peggy said the picnic on 6-21-25 was a success and everyone had a good time.

Landscape: Drainage work will begin soon by Solitude. If there is money left over from that project, they will be asked to do more work on weed control. Using goats to help clean up around the creek is too expensive. Blackberries are an issue and we could use some volunteers to help remove them. Solitude can treat them, but they would still need to be removed by hand. We’ve stopped the irrigation on the far side of the creek to prevent the sogginess that has been reported in years past. Discussions have been held with Solitude to revise next year’s contract. Weed control will be added to it. Discussion will be held with the Maintenance committee regarding irrigation upgrades. A new controller will be installed on the light pole near the tennis courts; the old one will be eliminated from Lot 46. Dan asks that anyone wanting to do any tree or branch work in the common areas get Landscape committee approval first. Dan will be contacting residents along Wallace to ask them to improve the appearance of their back yards. We need volunteers to help: a) disburse the woodchips from the turnout parking area and b) improve both entrances and donating and planting bulbs in the fall.

Maintenance: Roger reported the tennis court cleaning (need volunteers) is scheduled for August 21 and 22.

  • Completed or near-completed projects: a) the bridge repair and rail painting is finished and b) sprinkler valve locate and repair is underway for heads behind Lots 53/55.
  • Scheduled: a) electrical work on sprinkler timer awaiting trenching date, b) tennis court locks need installation, c) turnout parking area chain needs non-removable clips, d) valve box needs winterizing, e) need additional bridge deck grip strips. Roger also reported that the painting of ‘no-parking’ lines has not been assessed yet. Charles Hillestad asked if all parties can work together to come to some sort of agreement for the retaining wall next to the parking area near Lot 78; possibly split the cost and use better materials. Roger stated that we’d figure out the best solution.

Volunteer: Tennis court cleaning will be held on Thursday and Friday, August 21 & 22.

Website: Paul McAfee thanked everyone who sent pictures for the website; he will be organizing them for each event. He was asked to look into getting the website to pop up when people use Google to find it – he’ll look into it. He will post the upcoming meeting date on the homepage.

Mail and Correspondence:

Peggy reported receiving an email from the Johnsons who would like to hold free line dancing classes during September on the tennis courts. The board approved of the class as long as participants wore tennis shoes and did not have food on the courts. It was also reported that a homeowner offered to pay for half of the $550 fee for a company to power wash the tennis court provided it’s through the company he recommends. He was informed at the time that the budget has already been set for this year and that the volunteer committee had set the date for cleaning. The board agreed with this sentiment, as it will only cost the price of the cleaner. Both homeowners will be notified by the Secretary of the board’s decisions. 

Discussion on sewer repair:

Roger reported that he’ll be talking with a city engineer for specific language as to who owns the sewers in the association. Depending on the answer, we may be able to reword the Bylaws, Chapter 9, Obligations of the Association, 9.10, Sewer Lines.

The meeting was adjourned at 7:33 p.m.

The next board meeting will be at 1000 NW Springwood Lane on Tuesday, October 14, 2025 at 6:00 p.m.

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Landscape plan – and a request for your patience

Dan Hickox, chairman of the Landscape Committee for Shadowood Greenways HOA, requests that you read the following:

As you know, in January of 2025 we made a change in landscape contractors.

Shadowood is unique in the fact that we have large common areas, irrigation, lighting, walkways, the bridge and tennis courts, thus this infrastructure must be maintained. Along with that we are responsible for paving all the streets and for certain sewer lines within the community apart from 11th Street. The HOA maintains a budget for normal expenses and a reserve fund for longer-term expenses. 

HOAs are required by law to maintain a reserve fund to plan years in advance for these things. The current Board took over with no reserve fund or long-term reserve study and minimal savings. In the past three years we have brought Shadowood back to legal status by performing a reserve study, building up a savings account, opening a CD account and restructuring our landscape contract with our new contractor Solitude.

The Board is aware of the current appearance and condition of Shadowood. During the changeout to a new landscape contractor, we reduced the service level to (1) save money, and (2) determine what services we really needed. Landscape maintenance continues to be our largest expense, and to validate what we need to spend we had to do this. It has become apparent that a couple of areas will need to be upgraded in the future:

  1. Tree maintenance and preservation
  2. Weed control

Tree maintenance is a separate item in the budget and has cost about $18,000 the last two years. We expect this to continue as there are several trees in the common areas that will require maintenance in the future.

In the next few weeks, Solitude will complete the drainage and irrigation upgrades in the common area by the tennis courts. Following that, if we have funds remaining, we will have some of the areas wood-chipped or mulched and others cleaned up. We will be starting an annual weed control program with Solitude in the fall so there will not be the weed issue we experienced in 2025. We are beginning to discuss any other add-in items needed for the 2026 contract, but the end result will be that we are getting the service we need and saving money on our overall contract.

In closing, I would ask for your patience as we move forward to 2026. We have made many improvements for the community, upgrading the website, updating legal issues with our law firm, online payments, and many others. The sacrifices we had to make in 2025 will be well worth it in the long term.

The bottom line is all about money. Our goal is to not raise dues if possible, and the current Board was elected to maintain Shadowood and be financially responsible. 

If you want to know what goes on in the HOA, come to the meetings, visit the website, or chat with a Board member.

Dan Hickox, Shadowood Greenways Treasurer and Landscape Chair

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New handrails installed on creek footbridge

Don Dyer and Roger Pence repair the handrails on the footbridge over Cozine Creek in the common area.

Members of the Shadowood Volunteer Committee have repaired the handrails on the creek footbridge in the common area.

Don Dyer, Nancy Vaughan, Vivien Pence and Roger Pence of the Volunteer Committee did the work on Sunday.

“The old ones were splintery and coming unattached, so new side timbers and sanded top rails were installed,” Roger Pence said.

“Additional foot treads will be installed when they arrive.”

This improvement was the result of a Shadowood resident’s submission of a concern form, citing the safety of the old handrails.

Fixed! The footbridge has new handrails, thanks to the Volunteer Committee.
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New dog waste container added

A new dog waste container has been installed on the pole on Springwood Lane that has the "No Outlet" sign on it. (Photo courtesy of Roger Pence)

A new dog waste container has been installed on the pole on Springwood Lane that has the “No Outlet” sign on it.

According to Roger Pence, Shadowood’s board president and chair of the maintenance committee, four new dog waste containers were acquired last fall. Three well-aged ones were replaced during the winter.

With the installation of the fourth container, dog  waste containers are now on Springwood Lane; at the intersection of Shadywood and 11th Street; on 11th Street by the tennis courts; and in the grass common area along the creek path.

The containers are serviced weekly by Solitude, Shadowood’s contracted landscaping service.

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Minutes of the June 17 Shadowood board meeting

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:

  1. 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.
  2. 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.
  3. 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:

  1. Architectural: Approximately 5 Request to Modify forms were submitted and approved; these were mainly for painting units.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.

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Weed control underway at Shadowood

Dan Hickox, Shadowood Greenways Association’s Landscape Committee chairman, issued the following notice:

This week our landscape company Solitude will be doing a weed treatment all around Shadowood. You probably noticed the orange flags and red tape in various areas. This is to identify the areas for the weed treatment.

Following this we will begin an annual weed control program. Once this initial treatment is completed we will begin applying wood chips and mulch to areas over time to help tamp down weed growth and improve appearance.

Why are we having a weed issue you may ask? When we changed contractors we wanted to take the contract back to the minimums to reevaluate what we actually require for service. 2025 is our evaluation year and we are monitoring as the year progresses and will add services back in as needed to make sure Shadowood stays looking good year round.

This is part of our overall effort to keep dues stable and still accomplish the improvements and maintenance that we all want.

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Volunteers clean up tennis court

Tennis court cleaning
Volunteers clean the surface of one of the tennis courts in the Shadowood Greenways common area on Friday, May 16.

Several volunteers descended on the tennis courts in the Shadowood Greenways common area off 11th Street on Friday, May 16 to clean the surface of one of the courts.

The court is now ready for use, with the net also installed.

The Shadowood Volunteer Committee project is part of the Board of Directors’ effort to rehabilitate the tennis courts. Participating in the May 16 cleanup were Volunteer Committee Chairman Don Dyer, Board President Roger Pence, Architectural Committee Chair Vivien Pence, Board Secretary Peggy Rouse, Hospitality Committee member Nancy Vaughn, Budget Committee member Richard Rouse; and Shadowood residents Karen and Paul E.

Tennis court cleaning
Shadowood President Roger Pence scrubs the court surface as Richard and Peggy Rouse assist.

Among the tools used by the volunteers was a power sprayer with a 20-inch rotary scrubber, borrowed from the newly opened McMinnville Tool Library.

“We still plan to clean the other court in the near future and repaint the stripes, if needed,” said Don Dyer, volunteer committee chair.

For more information on the tennis courts cleanup effort, please contact Dyer at Don.Dyer9876@gmail.com or text Nancy Vaughn at  503-312-0289.

Before and after photos of the scrubbed court:

Before the tennis court was scrubbed.
Before
Volunteers finish scrubbing the surface of the tennis court.
After

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Minutes of the April 15 Shadowood Greenways board meeting

Shadowood Greenways HOA Board of Directors’ Meeting Minutes

Tuesday, April 15, 2025 – 1000 NW Springwood Lane, 6:00 pm

Those in attendance were Roger Pence, Dan Hickox, Paul McAfee, Bill McGann, Peggy Rouse, John Zacrep, Peggy Good, Don Dyer and Nancy Vaughn.

The meeting was called to order at 6:00 p.m.

The minutes from the board meeting of 2-18-25 were approved by a majority of the board via email on 2-20-25. 

Dan Hickox gave the following Treasurer’s report: as of 3-31-25 the checking account has $41,171.73, the savings account has $18,289.59 and the CD has $40,443.88. The CD earned $381.25 in the first quarter of this year. There are still 10 households owing the current semi-annual dues, with 3 of them under lien with a cumulative value of $13,087. 

Due to the necessary preparation of  tax forms on the CD interest, the accounting budget will be approximately $200 over budget. The landscape budget went over by approximately $3,000 due to having to pay the past landscapers for an extra month. Given those figures, Dan is optimistic that we can finish the year within our expected expenses.

Dan also reported on the possibility of receiving dues payments through ACH (Automated Clearing House) transactions or online bill pay. It will cost the Association $9.95 per month for this convenience to our membership. Bill McGann moved that the board implement the ACH transaction and Roger Pence seconded the motion. The motion passed unanimously by those board members attending. Dan and Peggy will get it set up with the help of our webmaster, Paul.

Old Business:

The Architectural committee members received copies of their roles and responsibilities.

Two new noise complaints were filed regarding Lot 62. The board determined that party noises which impact and are annoying to neighbors must cease by 10 p.m. Peggy Rouse will look into incorporating the 10 p.m. noise curfew into the Exhibit A, Schedule of Fines of the Enforcement Resolution.

Concerning surveys, it was suggested that, rather than taking a survey, a spot be available on the website for people to input how they would improve the website. Paul McAfee will look into that.

No new ideas were presented about the rotation of board members, so the template presented by Peggy at the last meeting will be further explored. Hopefully, it can be presented at the picnic in June to the entire membership.

Roger and Peggy gave a report on their meeting with our State Farm agent, Mark Marshall. We were told that the current liability policy on the common areas is sufficient for this year. We were advised to send a letter to the City with any concerns we have over lifting or sinking sidewalk sections along 11th Street. This should be undertaken by the Maintenance Committee Chair.

Roger will look into the possibility of having Zoom meetings in the future.

There was no New Business.

Committee Reports:

  1. Architectural: no Request to Modify forms were filed
  2. Hospitality: Peggy reported that we have new neighbors at Lot 13. She also reported on the plans for a picnic in the common area. June 21, 2025 is the scheduled date, beginning at 11 a.m. Food will be supplied by the Association. It is an RSVP event for those ‘in good standing.’ There will be food, games, music and other events. Signs, emails and door hangers will be keeping everyone informed about the picnic. The committee is looking for residents who can contribute their time and talents as musicians, photographers, cookie bakers and business owners. Please text Peggy at 503-860-9615 if you can help. We also need to borrow tables and extra corn hole games, so if you have any for loan, please let Peggy know.
  3. Landscape: Dan presented the Landscape report. A walk around with Solitude Landscape was performed prior to the meeting to evaluate the irrigation system. Some repairs need to be made to the wiring and a backflow valve will be replaced due to cracking. A control box will be switched to battery power and another control box will be relocated. The area below Lots 32-35 were discussed at the landscape committee meeting and the committee will be working with Solitude to develop a workable long-term plan to reduce the moisture concerns in that area. The committee will also consult with those residents to get input on options. Dan presented other plans and improvements for the future which include using mulch, rocks and wood chips; fall leaf handling, fall bulb planting and a clean-up day. Work will begin on the arborvitae along 11th Street once it’s scheduled with Tree Planet. Together with the Maintenance committee, Landscape will evaluate the common area along Wallace Road and talk with those residents about what they can do to improve the appearance along the wall.
  4. Maintenance: Tennis court nets and cranks will be replaced with new ones and the courts will be cleaned up with the help of the Volunteer committee. They need to have the weeds removed and the courts power washed.
  5. Volunteer: no report
  6. Website: Paul McAfee is doing a great job on improving the website and he would like to see more “art,” such as photos taken around the neighborhood. If anyone has photos they’d like to share on the website, please let the board know.

Mail & Correspondence: Peggy reported that VF Law informed us that the FinCen filing is back in effect, but it’s not currently being enforced. We’re still waiting for the attorney to get in touch with our newest board member for filing his information.

We received a draft by VF Law of a resolution called, “Collection of Unpaid Assessments,” which will help us collect unpaid monies, such as the $13,000+ mentioned in the Treasurer’s report. Paul McAfee moved that the board approve the Collection of Unpaid Assessments Resolution. Roger Pence seconded the motion. It was approved and adopted by 6 of the 7 members of the Board of Directors (through attendance and proxy) and will be put into effect after its distribution to the membership.

With no further discussions, the meeting was adjourned at 7:45 p.m.

Our next board meeting will be on Tuesday, June 17, 2025, at 6:00 p.m. at Roger’s house.