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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.

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Major drainage project in common area is completed

Drainage work has been completed in the Shadowood Greenways common area near the tennis courts and walkways.

The Shadowood Greenways Association’s Landscape and Maintenance committees announced the completion of the major drainage project in the common area.

Updating the infrastructure is an important aspect of keeping Shadowood in good condition for years to come, said Dan Hickox, Shadowood treasurer and Landscape Committee chair.

“Aside from paving our streets over the next few years, this was probably our largest infrastructure expense,” Hickox said. “This project will eliminate the flooding and walking path issues we have had for years. 

“There remains some cosmetic work to complete before spring, however, the major work is completed now.”

Additionally, Solitude Landscaping has completed the fall pre-emergent treatment of the new weed control program. There will be two more applications in the spring.

“The HOA Board will continue to make improvements that benefit the community and make Shadowood a better place to live,” Hickox said.

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Wallace beautification project completed

Wallace Road project

The Landscape Committee is happy to report that the grass planting project along Wallace Road is completed! Hopefully you have had a chance to admire the new ornamental grasses and lavender that were planted Sept. 14. Several homeowners chipped in to purchase plants and bark dust, and Extra Mile Home Services offered to pick up and deliver the bark dust free of charge. Volunteers met on Sept. 27 to spread the bark dust, and also spent a few hours tidying the existing plant beds. 

The Shadowood Greenways Association Board of Directors is grateful for the help of so many community members. Whether the assistance was monetary, labor, or offering to water the new plants, our residents have been integral in making this project a huge success. The entire project was funded 100% by donations, thereby keeping our HOA funds available for other projects. Over 90 plants were added, and will continue to grow and flourish for years to come. 

The board thanks the following residents for their time/donations/assistance:

Bill & Carol McGann
Dan & Shelly Hickox
Mark Hilliard & Kelli Brooker
Don Dyer & Nancy Vaughn
Roger and Vivien Pence
Mike & Ester Jewett
Renae Nelson
Michael Crook
Bria & Michael Kilgore
Erich & Natalia Hirsch
Peggy & Richard Rouse
Jodi & Stan Mclean
Michael Carrillo family
Doug Ballard
Ed Puikunas and LeaAnn Knorr

Paul Elias

Extra Mile Home Services

Wallace Road project
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Donations and volunteers sought to add mulch to the plants along the Wallace Road wall

From Peggy Rouse, board secretary of Shadowood Greenways Association:

Shadowood Greenways has been very successful in getting graffiti off of the wall along Wallace Road and getting plants into the ground in front of the wall. Several homeowners donated nearly $1,000 toward the plants along the wall and we’re extremely grateful! 

Landscape Committee Chair Dan Hickox has negotiated with one of our vendors to pick up and spread bark dust (mulch) around those plants. The vendor is donating his labor to the project, but we need about $600 more to pay for the mulch. Can you help with a donation? Any amount is appreciated. 

Checks can be made out to Shadowood Greenways and mailed to P.O. Box 943, McMinnville 97128. Or contact Peggy Rouse at shadowbus419@gmail.com or Dan Hickox at shadowoodtreasurer@gmail.com

Also, the mulch will arrive on Saturday morning (Sept. 27), and volunteers are sought to unload it from the trailer and help spread it out along Wallace Road. Volunteers are encouraged to bring along shovels and rakes.

The work will begin at 9:00 a.m.

Please check in with Dan Hickox at the site, as he will be assigning jobs. 

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Wallace wall beautification project

Dan Hickox, Shadowood Greenways HOA treasurer and chair of the Landscape Committee, requests that you read the following:

Shadowood residents, you may have noticed the graffiti along our wall on Wallace Road and elsewhere in the city. Last weekend the HOA Board and volunteer committee spent a day cleaning the graffiti from the Wallace walls, pressure washing and pulling weeds.

What’s happening:

  • The Board and volunteer committee have decided to initiate a beautification project for the entrances to Shadowood. The Wallace area we determined should be the first to tackle due to the recent graffiti incidents. In the coming months we will work on the Michelbook entrance. With tall plantings it will help to deter vandalism in the future.
  • Board and volunteer committee members have already donated over $350.00 toward purchasing plantings.
  • We have arranged wholesale pricing with a local nursery for drought tolerant tall grasses and are scheduled to select and pick up plants for installation on or about Saturday, September 13th.
  • Volunteers needed – Don Dyer, who runs the volunteer committee, will be looking for assistance in area prep and planting on the date which will be finalized soon.
  • As a Shadowood resident you own approx. 1/87th of this thirty-three-acre establishment. We have a unique situation here with our woodland setting, creek, tennis courts and walking paths. This is all our property, and we are working hard to make it as perfect as possible.
  • If anyone chooses to contribute, please contact Dan Hickox, Shadowood Treasurer, at shadowoodtreasurer@gmail.com prior to Monday, September 8th so we can plan our purchases. Donations will be deposited in the Shadowood account, then be distributed as a credit to landscaping.
  • As we have previously mentioned, 2025 has been a tough year for landscaping while establishing our needs with the new contractor Solitude Landscaping. We had to make some sacrifices to align our budget with actual needs of Shadowood. We are on the home stretch now going into 2026 and will recognize significant long-term savings while bringing the Shadowood landscape back to a high standard.

Here’s a photo of what we are going for long term along the Wallace wall area. This will be a start, and we can add more in the spring after the new budget kicks in.

— Dan Hickox – Shadowood Treasurer and Landscape Chair

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HOA board members, residents remove graffiti

Nancy Vaughn works to remove graffiti on a wall along Wallace Road.
Nancy Vaughn works to remove graffiti on a wall along Wallace Road.

Several Shadowood Greenways residents joined Shadowood HOA board members on Aug. 30 to pressure-wash a wall along Wallace Road that was recently tagged with graffiti.

Board members who worked to remove the graffiti were Kelli Brooker, Dan Hickox and Peggy Rouse. They were joined by volunteer Shadowood residents Nancy Vaughn, Don Dyer and Rich Rouse.

Rich Rouse works to remove graffiti on a wall along Wallace Road
Rich Rouse works to remove graffiti on a wall along Wallace Road.
Dan Hickox, Rich Rouse and Kelli Brooker work to remove graffiti on a wall along Wallace Road.
Dan Hickox, Rich Rouse and Kelli Brooker work to remove graffiti on a wall along Wallace Road.
Peggy Rouse, Nancy Vaughn and Kelli Brooker work to remove graffiti on a wall along Wallace Road.
Peggy Rouse, Nancy Vaughn and Kelli Brooker work to remove graffiti on a wall along Wallace Road.
Don Dyer works to remove graffiti on a wall along Wallace Road.
Don Dyer works to remove graffiti on a wall along Wallace Road.
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Emergency HOA board meeting held Aug. 20

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.

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Drainage work tentatively scheduled

Solitude Landscaping, Shadowood Greenways’ contracted landscaping firm, may begin drainage work in the Shadowood common area by the tennis courts during the week of Sept. 7.

“This will be a major project to improve several drainage issues we have for the long term,” said Dan Hickox, Shadowood’s Landscape Committee chair.

The work is expected to take five days to complete.

The walking paths may be closed at times in that area during the project.

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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.