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Minutes of the Oct. 14 Shadowood board meeting

Shadowood Greenways HOA

Board of Directors’ Meeting Minutes

Tuesday, October 14, 2025, 6:00 p.m.

1000 NW Springwood Lane


Attendees: Board Members – Roger Pence, Dan Hickox, Bill McGann, Paul McAfee, Mark Hilliard & Kelli Brooker with proxies from KC Marold & Peggy Rouse. Guests were Don Dyer, Nancy Vaughn & Paul Elias.

  1. Call to order: 6:02 pm
  2. Secretary: Kelli noted the previous meeting minutes of 8-12-25, 8-20-25 and 9-23-25 had been approved by the board through email.
    She made three separate motions for each of the three delinquent accounts discussed at the Executive Session on 9-23-25. Dan Hickox seconded each individual motion after it was read. The votes for ‘A’ , ‘B’ and ‘C’ were unanimously approved by the board. The names of the accounts were brought up at the Executive Session but are withheld from these minutes for privacy purposes. The motions were as follows:
    a. “I move that the Board of Directors of Shadowood Greenways Association vote to allow VF Law to file a lawsuit against the owners listed as ‘A’ in the 9-23-25 Executive Session paperwork for the collection of unpaid assessments, including assessed fines.” [7 ayes including the 2 proxies.]
    b. “I move that the Board of Directors of Shadowood Greenways Association vote to allow VF Law to file a lawsuit against the owners listed as ‘B’ in the 9-23-25 Executive Session paperwork for the collection of unpaid assessments, including assessed fines.” [7 ayes including the 2 proxies.]
    c. “I move that the Board of Directors of Shadowood Greenways Association vote to allow VF Law to file a lawsuit against the owners listed as ‘C’ in the 9-23-25 Executive Session paperwork for the collection of unpaid assessments, including assessed fines.” [7 ayes including the 2 proxies.]
  3. Treasurer: Dan Hickox reported that as of September 30, 2025 we have $38,292.85 in checking, $24,937.29 in savings and $41,265.66 in the CD account. Interest from the CD through June was $1,203.03. It will be renewed in January 2026. The Reserve Fund has $57,170.74 through September 2025. Three of our delinquent assessment accounts have been turned over to VF Law for collection and a fourth account has made payment arrangements with the treasurer. The legal fees have exceeded our 2025 budget, but we hope to eventually recoup the money through collections.   
  4. Old Business:
            a. Discussion regarding Umbrella policies was held. Dan Hickox attended the recent VF Law Seminar and found it very informative. He will provide additional information in a follow up email to the Board soon. The gist of it was that attorneys he spoke to recommend a specific Umbrella policy for HOA Board members that is separate from their individual homeowners’ policies. There are specific insurance venders that write these HOA policies. The consensus was that we need to hold further discussion on this topic. Dan won ‘lunch with a lawyer’, as a raffle prize, so suggested Board members submit brief questions to him ahead of his lunch, so he can go over them with Amy. The umbrella policy subject was tabled for further discussion at the December meeting.
         b. Kelli announced the results of the vote to opt out of the financial review of 2024 per ORS.94.670. We achieved 60% of the households voting to opt out on 9-23-2025. It was reiterated that the vote needs to be repeated yearly.
  5. New Business: Kelli asked that the Board consider placing signage and/or solar powered security cameras for the Shadowood community to deter graffiti and property damage. Examples of various types of signs were briefly reviewed and discussed. There was agreement that this might be helpful. Kelli will research further.
  6. Committee Reports:
         a. Architectural: Roger reported that the system is working well.
         b. Hospitality: We gained new owners of Lot 6, new tenants at Lot 60 and lost two resident owners from Lots 4 and 44. It was discussed that the new tenants of Lot 60 weren’t aware it was their responsibility to do exterior yard maintenance, but after being informed, have been working hard to improve yard appearance.
         c. Landscape: The drainage work in the common area has been completed, as well as the fall pre/post emergent application. The planting and mulching project along Wallace Road was completely funded by donations of money and time. The residents along the wall are supplying water to the plants starting in the spring of 2026. Donations for bulbs and money for bulbs have started to come in. We are now implementing fines per the Enforcement Resolution for yard violations. The committee is looking at the possibility of having Solitude pick up debris a couple of times each year when residents remove blackberries, English Ivy, fallen branches and sticks from the area. A notice will be sent out by email and Facebook when a date and location is determined.
    d. Maintenance: An outlet was installed at the light pole by the tennis courts which will supply power to a new irrigation controller in the spring. According to the City of McMinnville, all sidewalks in Shadowood Greenways are either the responsibility of the HOA where no homes abut the sidewalk or the responsibility of the homeowner whose property abuts a sidewalk. City Code Compliance has closed the case on the graffiti violation as of 9-18-25.
    e. Nominating: Dan reported that he, Nancy Vaughn and Richard Rouse are the Nominating committee and have held a meeting. There are reportedly one or two possibilities of homeowners interested in serving on the Board.
    f. Volunteer: 10 volunteers provided 80 hours of work planting tall grasses and other shrubs along the Wallace Road wall to beautify the area and discourage graffiti. Another day we had 9 volunteers providing approximately 41 hours of work spreading mulch along the Wallace Road wall. Approximately 6 volunteers worked at cleaning off graffiti on the wall providing 12+ hours of work. In August, approximately 10 volunteers spent 47 hours cleaning the second tennis court. These projects benefited the Landscape and Maintenance Committees and saved a lot of money. Nancy and Don noted the current difficulty in tracking volunteer hours, so are considering a sign-in sheet to better track volunteer hours at each project site.
    g. Website: Paul reported that the website traffic is steadily increasing – an encouraging trend. He removed the ‘no index’ tab from the pages of the shadowoodgreenways.com website and resubmitted it to Google in the hopes of allowing search engines to find our website and he continues to work on a site map to increase search ease. Peggy Rouse will send an email reminding homeowners of the correct Shadowood website address URL (.com).
  7. Mail and Correspondence: Kelli announced that line dancing classes will be rescheduled for next Spring.
  8. Discussion: none
  9. The meeting was adjourned at 7 p.m.
    The next meeting is at 1000 NW Springwood Lane at 6:00 pm on Tuesday, December 16, 2025.