Here are the minutes of the Shadowood Greenways HOA Board of Directors meeting held at 1000 NW Springwood Lane on Tuesday, Feb. 18 at 6:00 pm.
The meeting was called to order at 6:00 pm. The board members in attendance were Roger, Dan, Peggy, Mark/Kelli, Bill, Paul and KC (by proxy). Guests included Nancy & Don Dyer, Karen Hartsock and Lea Ann Knorr.
The minutes from the Annual Meeting and Organization Meeting were approved via email prior to this meeting.
Dan Hickox gave the following Treasurer’s report: as of 1-31-25 the checking account has $51,404.36, $21,285.79 in savings and $30,062.63 in the CD. There are still 20 households owing the current semi-annual dues. The report was accepted by the Board.
Old business: None
New Business:
a) Dan Hickox gave a report concerning online banking with First Federal. With the Board’s approval, two members of the Board can take care of banking business online. Roger made the motion that “the Board of Directors approve Dan Hickox and Peggy Rouse as Senior Administrators for the purpose of online banking with First Federal as the depository.” The motion was seconded by Bill McGann. The Board unanimously approved the motion. Dawn Owens of McKenzie, Duncan, Johns CPAs, will be the Authorized Non-Signer/Employee User on this account in order to allow her access to the bank statements online, as well as other functions.
Dan also reported that he and Paul McAfee will be meeting with the bank’s representative who handles ACH transactions which could allow our homeowners to pay their dues through the website. Paul mentioned that the company receiving those transactions has their own encrypted security and that our website is only a gateway to them.
b) Dan presented the draft Delinquent Assessment Collection Policy that was composed in order to help the Board strengthen their authority in collecting delinquent accounts of homeowners. KC suggested one change in the first item listed and the remaining Board members agreed. The change will be made and then sent to the attorneys for their recommendations before it is presented to the Board at the next meeting for approval.
c) Summer Picnic: Peggy presented the idea of holding a picnic in June 2025 for the purpose of mingling with our neighbors, for the Board members and committee chairs to promote the need for more members and to give the opportunity to any homeowner/tenant of SGHOA who owns a business to hold a “meet & greet” to distribute their business cards and talk about their businesses. This does not imply that any of the businesses are sponsored by the Association. Food and drink will be supplied by the Association. Once a date is chosen, notices will be sent out to all.
d) Secretarial Responsibilities: Peggy reported about the responsibilities of an HOA secretary, such as recording all minutes. Because the Architectural Committee is the only one governed by our CC&Rs, it needs to present written minutes at each Board meeting in order to be recorded by the secretary. A copy of the Roles and Responsibilities of the Architectural Committee was written up and supplied to the Board by Peggy for approval, which it gave. Peggy will send copies to the committee for their records. There was also some discussion about the difficulty of finding the filed Request to Modify forms on the Canva website.
e) A Step-by-Step Guide for Board Members to Act on Enforcement Resolution Complaints was handed out by Peggy for certain Board members to follow when residents have complaints that are in violation of HOA rules. This is another area where recording the complaints and any further actions are imperative.
f) Surveys: The Board members were given sample survey forms for their review and comments at the next Board meeting. The surveys cover the tennis courts and the two different websites. We’ll also include a question about attending Zoom meetings.
g) Peggy presented her suggestion for how to better rotate the Board members terms by supplying a chart. She invited the rest of the board to produce their own suggestions for further discussion at the next Board meeting. This came about because five Board members’ terms are due to expire next January, leaving only two members before any nominations and elections.
h) Board members were sent the current copy of our insurance policy for discussion. Peggy will invite a State Farm agent to the Board meeting in April so we may get answers to our questions before the renewal date.
i) Roger will check out the requirements needed in order to have Zoom meetings in the future. If we choose to go that route, Peggy has handouts for anyone who needs instructions in joining.
Committee reports:
a) Architectural: Aleena Stephens has resigned from the Architectural Committee as of 2-2-25, LV has also left the committee and Lea Ann Knorr was approved to join the committee making a total of four members. There were no Request to Modify forms filed in this period.
b) Budget: Dan presented the current budget with a spreadsheet showing all the categories and up-to-date accounts.
c) Landscape: Dan reported that Solitude Landscaping has started their contract effective February 1, 2025. They performed a walk-around in early February and will be assessing and repairing the irrigation system later in the year. There are plans to eliminate some of the lawn area behind Lots 32 & 33 and replace with landscaping that will help draw water from the flooded areas. There is extra rock that will be distributed to other areas of the commons and Tree Planet will be hired to work on the arborvitae along 11th Street. Along Wallace Road, the committee, along with the Maintenance Committee, will be evaluating what needs to be done to improve that area. Over 300 daffodils were planted throughout Shadowood by a few industrious volunteers.
d) Maintenance: The committee accepted the non-renewal of position from Peggy Good as of January 21, 2024. A night survey will be conducted to identify and report inoperative street lights. The last dog-waste container will be placed near the intersection of 11th Street and Summerwood Drive. An investigation of what the tennis courts need will be undertaken. Dan mentioned that he’d like to get an estimate of what it would cost to rebuild the bridge for our knowledge at this time.
e) Volunteer: no report
f) Website: Paul is looking at some ideas of how to improve the dot-com website and its appearance.
Mail & Correspondence: Peggy reported that Lot 13 is in the process of closing at the end of this month and the CTA (Corporate Transparency Act) filing is currently on hold due to ongoing litigation.
There was no further discussion.
The meeting was adjourned at 7:38 pm.
The next meeting will be held on Tuesday, April 15, 2025 at 1000 NW Springwood Lane at 6:00 pm.
