Shadowood Greenways Association Board of Directors
Meeting Agenda: March 18, 2026
Meeting Location: 1017 Oakwood Cir, 5:30 pm
- Call to Order (Paul Elias)
The meeting was called to order at 5:30 pm. All board members were present. Owners from lots 2, 9, 42, and 56 were in attendance.
2. Minutes Review (Richard Rouse)
The minutes for the January meeting had been approved online. The actions from that meeting comprise the old business at this meeting.
3. Treasurer’s & Budget reports (Dan Hickox)
The treasurer provided balances for the checking, savings, and CD. All budget categories are indicated on track to meeting budget projections. Three liens have been turned over to the lawyers, and one is making payments to catch up. The consensus was that we would not be using ACH drafts at this time.
4. Website report (Paul McAfee)
Web services have been renewed for this year. The website has been updated to reflect the 2026 board and committee members.
5. Old Business:
a. Status – Update the information for the State of Oregon indicating the new agent. (Dan Hickox) – Closed
The Oregon website has been updated to reflect the new agent.
b. Status – Provide the fees required to use Michelbook Country Club for Board meetings. (Richard Rouse) – Closed
The cost for use of a room at Michelbook Country Club is now $100.
c. Status – Update the information at the Bank to authorize signing checks. (Dan Hickox) -Closed
The four principal officers are now authorized to sign checks.
d. Status – Put together the resolution to eliminate the $25 late fee and implement the 1% monthly fee when payment is 90 days overdue. (Dan Hickox) – Open
Work continues with the accountants. While we know the late fee can be deleted, we are waiting to determine whether the interest can be applied effective on the due date of the payment if the payment is not received within the 90-day period.
e. Status – Go out for bids on the road repairs to Sunnywood, Shadywood, Springwood, and Summerwood. (Richard Rouse) – Open
Four companies were invited to bid on the job. Two provided quotes. The maintenance/landscape committee decided to go with the Pro Paving bid. An analysis of the decision was presented to the board and the board had no objections to the decision. The decision was based on (1) price, and (2) reduced disruption to the homeowners
6. New Business
- Potential Decision – Should we have the Community vote to forego the requirement for an audit of the accounting books this year? (Richard Rouse)
History was provided and the board was asked to vote on a resolution to opt out of the requirement for an review of the accounting books. The resolution was passed unanimously and is seen in Attachment 1. The opt out vote will go out to the community with the July invoices.
History was provided and the board was asked to vote on a resolution to opt out of the requirement for an review of the accounting books. The resolution was passed unanimously and is seen in Attachment 1. The opt out vote will go out to the community with the July invoices.
b. Introduction – When should jobs be bid? (Dan Hickox)
After discussion, Mr. Hickox volunteered to develop guidelines for when jobs should be bid and present same at the next board meeting.
7. Committee Reports
a) Architectural:
a. Status – Change forms submitted, decisions made, & potential issues. (John Zacrep)
The president requested status on the revision to the Architectural Guidelines and Mr. Zacrep indicated that this revision would be presented at the next meeting.
b. Status – Architectural modification #29 (John Zacrep) – Closed
Modification 29 was for changing out the roofing material and was approved. In addition, Modification 32 was submitted after the agenda was set. It was for changing out the roofing material and was also approved.
b) Hospitality:
a. Status – New residents’ welcome packets. (Bria Killgore)
The welcome packet has been updated to include the CC&Rs and Bylaws. The committee is looking into using pre-stamped post cards for resident feedback. Two residences have closed since the January meeting.
c) Landscape/Maintenance:
a. Closed –Landscape #12, 13, 14. (Dan Hickox)
These involve the removal of trees on Driftwood and in the riparian area. They are closed.
b. Status – Landscape concerns #11, 15 & 17. (Dan Hickox)
11 involves a mimosa tree between lots 55 and 56. The committee had a tree risk assessment completed by a certified arborist. The inspection of a mimosa below units finds that the tree in question is considered low risk. Mitigation to further improve the risk factor would be a minor spread reduction/tip weight from the most outward growing branches that is heading toward Unit 56. This tree is a tri stem mimosa, approximately 26″ at trunk flare and 40′ tall. The arborist recommended (1) Weight Reduction: Thinning of limbs in order to reduce weight and mitigate risk of limb failure, and (2) Crown Clean: Removal of dead, diseased and dying branches 2″ or larger and provided an estimate of $640. The owner then stated that the tree is toxic for dogs, poorly placed and impinging on other trees. The committee will revisit the issue prior to making a determination of further action.
15 and 17 deal with branches that need trimming to support the lighting in Shadowood. A walk around will be conducted to determine other branches that may need trimming before taking action.
Concern form was also discussed. It deals with restoring the landscape at lot 44 after the common area tree fell across 11th street. The board was informed that completion of that project is waiting for dry ground.
c. Discussion – If there are no objections, the Landscape/Maintenance Committee would like to revise the Landscape Concern form to also include maintenance issues. To be called the “Common Area Request or Concern” form (Richard Rouse)
The maintenance/landscape committee handed out a new form that would be used to address maintenance and landscape issues. The board was asked if there were any objections and there were none. The new form will replace the current Landscape concern/ request and the maintenance request forms.
d) Volunteer:
a. Discussion – Board to consider consolidation of the Volunteer Committee with the Maintenance/Landscape or Hospitality Committee. (Richard Rouse & Bria KIllgore)
After discussion, it was determined that the maintenance/landscape committee would be responsible for planning and performance of projects. The committee would provide the hospitality committee with project timeframes and the hospitality committee would be responsible for recruiting volunteers for the projects.
8. Mail and Correspondence (Richard Rouse)
a. March 2: Deed to 912 NW Oakwood Cir transferred to new owners Matt & Heather Opitz.
The board was made aware that the title companies were using CC&Rs made in 1975 that indicate each unit has 1/91 interest in the Private Commons. Each title company is receiving correspondence that corrects that to read each unit has 1/87 interest in the Private Commons. This was provided to the board for information only.
9. Discussion
a. Resident questions & comments
- One resident indicated that a strategy for recruitment would be valuable and should include what we might need volunteers for and, perhaps, a checklist with categories.
- The Hospitality Committee requested to hold a summer picnic for the residents on July 4 as part of the 250-year anniversary for the United States. The response to the idea was positive.
10. Adjournment
a. Next meeting: (Date, Time, Location)
The next meeting is scheduled for April 22, 2026 at 5:30 pm at the President’s house.
11. Actions
- Mr. Rouse will accept the Pro Paving bid.
- Mr. Rouse will check with the city of McMinnville regarding the use of 11th street for parking during street work.
- Mr. Hickox will put together guidelines for when to bid on jobs.
- Mr. Rouse will set up the “opt out” of the review of financial records to be sent out with the July invoices.
- Mr. Zacrep will prepare a presentation on requested changes to the Architectural guidelines including what changes and why the changes.
- Mr. McAfee will remove the current maintenance and landscape concern/request forms and insert the new common area concern/request form.
- The maintenance/landscape committee will revisit concern 11 based on the new information provided by the resident and determine if corrective action is still appropriate.
- Mr. Hickox will continue working with McKenzie on the revision to late fees.
Section 5C was changed to read officers instead of offices. The minutes were approved unanimously.
Attachment 1
Resolution:
The Secretary is authorized to put forth a ballot to the population as follows:
The Shadowood Board of Directors would like to opt out of the annual requirement to have the financial statement reviewed by a Certified Public Accountant. Accordingly we are asking for you to vote for one of the following:
- I vote to NOT comply with the requirement to have the financial statement reviewed by a Certified Public Accountant. _________
- I vote to comply with the requirement to have the financial statement reviewed by a Certified Public Accountant. _________