Category: Board Meeting Minutes

Topic was the graffiti on the wall along Wallace Road, which will be removed by board members and volunteers

Official meeting minutes: An emergency meeting was held at 5 p.m. by the board of Shadowood Greenways HOA on Wednesday, August 20, 2025, regarding the graffiti on the wall along Wallace Road. Those board members attending were Roger Pence, Kelli Brooker, Bill McGann, and Peggy Rouse, along with Volunteer Committee members Don Dyer and Nancy Vaughn.

Nancy & Peggy had cleaned a portion of the graffiti from the wall a few days before using a pressure washer and a product called Goof Off-Graffiti Remover which worked well.

It was agreed by the attending board members that we should do the same on all of the graffiti as soon as we buy the product and line up some volunteers. We have 3 or 4 power washers available to us, and if we get enough volunteers and homeowners who will allow us to plug into their water and electric, we can get the job done in a matter of hours.

If the wall gets ‘tagged’ again, we’ll continue to clean it off ourselves ASAP.

Peggy will purchase the product needed and contact the homeowners who live on the other side of the wall.  

The meeting adjourned at 5:30 p.m.

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.

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 11^th 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 11^th 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.

Here are the minutes of the annual Shadowood Homeowners Association meeting held from 6-9 p.m. on Tuesday, Jan. 21, 2025 at McMinnville Community Center

We had a sign-in and get acquainted mixer from 6 pm to 6:45 pm. Shelly and Dan Hickox brought sandwiches, vegetables, chips and drinks for all to enjoy.

The meeting was called to order by President Roger Pence at 6:47 pm. He welcomed those attending the meeting, introduced the current board members and thanked the outgoing board members whose terms were completed. Those members attending were Roger Pence, Dan Hickox, Peggy Rouse, Mark & Kelli Hilliard and Don Dyer. Don Dyer’s and Aleena Stephens-Tregarth’s terms have expired as board members following this evenings meetings. 

Twenty one residents (present and by proxy) were in attendance. We had a quorum of Board of Directors members, but not a quorum of lot owners, so the business meeting was able to continue. Due to the lack of a membership quorum, the voting and ratification of the new board members needs to be conducted by the current Board of Directors present at the meeting. This meeting is scheduled to take place immediately following this Annual Meeting.

Roger presented the Year in Review for 2024 listing the following HOA board accomplishments:

• Owners with liens had their voting rights removed until paid up
• Scrivener’s errors amended in the Bylaws and recorded
• Article XIII of the CC&Rs was passed and recorded
• New color palettes and Architectural Guidelines were approved
• A new Enforcement Resolution with its Exhibit A, Schedule of Fines was approved
• Termination of one landscape contract and adoption of another landscape contract was approved
• and various other items regarding the website and removal of parking signs

In 2025, the board hopes to cover items, such as:

• Work on the websites
• Taking a community survey regarding the tennis courts and working with those results
• Working with the new landscape company in enhancing the common areas
• Completing the drainage project near the tennis courts to make it walkable in inclement weather

Dan Hickox presented the Treasurer’s report. In 2024 we were $745.64 above our projected budget of $87,000 due to payments from 2023 which were cashed in 2024 and interest charged on overdue accounts. The Reserve fund was increased by $14,876.98. The Emergency fund was reduced by $2,739.96 to pay for extra tree work in the common areas. The savings account and CD ended 2024 with $51,348.42, an increase of $12,137.02.

Committee Reports:

1. Architecture: Roger read the report listing their approvals of various requests.
2. Budget: Over $10,000 a year was saved by switching to another landscape company. Dan Hickox stated that the list of expenses will be posted later on the website so the membership can see where our money is being spent. The 2025 Budget is at the end of these minutes.
3. Landscape: Dan stated that a new landscape company, Solitude, will be starting on February 1, 2025 at a savings of $10,380 over the past contract. The landscape budget of 2024 was exceeded by $200 due to required backflow tests on the irrigation system that wasn’t taken into account previously. Some of the work completed in 2024 was removal of certain trees and dead plants, stump grinding, daffodil planting, wood chip testing and spreading and the drainage work to eliminate water runoff on walking paths. Plans for 2025 include: modifying and improving the irrigation system, drainage work, reduction of some lawn areas, adding trees, shrubs & bulbs, adding topsoil where needed and  develop & initiate new pruning tree trimming processes. Dan also mentioned that the Landscape Committee can always use new perspectives from more volunteers.
4. Maintenance: Roger presented the accomplishments of 2024, which included the installation of solar path lights, installation of new dog waste receptacles, replacement of a failing pole light bulb, upkeep of the bridge and removal of parking signs. In 2025, the committee will survey the membership regarding what should be done with the tennis courts. The expenditures for the courts will be reassessed based on the results of the survey. He also added that the Maintenance Committee can always use new members to help steer how our community maintains and improves our infrastructure.
5. Reserve Study: Rich Rouse had given a draft Reserve Study to the Board of Directors at their November meeting in order to discuss and vote on it at the Annual Meeting. Discussions after the November meeting led to a change in the Study. It’s now recommended that street repairs be delayed by one year in order to allow the Association to take advantage of higher CD rates. The CD investment started at $20,000 in February 2024, $9,000 was added at renewal and the CD produced $1,062 in interest over the year. The committee asked for a resolution to accept the Reserve Study. Rich also presented the Executive Summary shown at the end of these minutes. Peggy Rouse made the motion to accept the Reserve Study as presented, Roger Pence seconded the motion and it was passed unanimously by the board members in attendance.  
6. Volunteer: Don Dyer gave his 2024 review which included 2 residents removing limbs over the bridge and pathway, as well as 8 residents removing and cutting up a downed tree at the bridge; scheduling and accompanying inspectors for buried utilities and digging holes for landscape signs; installing solar-powered lights along the creek pathway; replacing a unit’s broken siding; painting the bridge handrail; organizing and participating in the drainage project near the tennis courts. Though Don will no longer be a board member, he will still be coordinating the Volunteer Committee. Thank you Don!
7. Website: It was reported that Paul McAfee has merged the fillable forms and color palette together on the dot-org and dot-com sites.
8. Nomination: Rich Rouse stated that three board members’ terms are up. Those board members are Aleena, Don and Dan. Dan has opted to continue on the board for another three years and Paul McAfee has agreed to run for the board. Since we do not have a quorum of lot owners, the current board will hold a board meeting immediately following the adjournment of this meeting to cast votes and ratify the nominees. No other names were presented for nomination.

Discussion: The board was asked about the number of lot owners who haven’t paid their dues. The answer was approximately three, excluding those under liens. The danger of wildfires was also discussed with suggestions for clearing areas in the Association, such as the trees on the opposite side of the creek from the walking path and the area bordering Michelbook Manors and Shadowood along 11th Street. Additionally, we were asked if any arrangements had been made with the country club regarding their members using our tennis courts. The board decided not to accept any arrangements at the time it was proposed.

The Annual Meeting was adjourned at 7:39 pm.

Roger called the meeting of the current Board of Directors to order at 7:40 pm. A unanimous vote was cast to elect Dan Hickox and Paul McAfee to the Board of Directors, effective January 21, 2025. The newly elected board members present ratified the vote. The meeting was adjourned at 7:45 pm.

Click to view 2025 Budget – Shadowood Greenways HOA

Click to view Shadowood Greenways Reserve Study – Executive Summary