June 21 Shadowood picnic a success
Weed control underway at Shadowood
Dan Hickox, Shadowood Greenways Association’s Landscape Committee chairman, issued the following notice:
This week our landscape company Solitude will be doing a weed treatment all around Shadowood. You probably noticed the orange flags and red tape in various areas. This is to identify the areas for the weed treatment.
Following this we will begin an annual weed control program. Once this initial treatment is completed we will begin applying wood chips and mulch to areas over time to help tamp down weed growth and improve appearance.
Why are we having a weed issue you may ask? When we changed contractors we wanted to take the contract back to the minimums to reevaluate what we actually require for service. 2025 is our evaluation year and we are monitoring as the year progresses and will add services back in as needed to make sure Shadowood stays looking good year round.
This is part of our overall effort to keep dues stable and still accomplish the improvements and maintenance that we all want.
Volunteers clean up tennis court
Several volunteers descended on the tennis courts in the Shadowood Greenways common area off 11th Street on Friday, May 16 to clean the surface of one of the courts.
The court is now ready for use, with the net also installed.
The Shadowood Volunteer Committee project is part of the Board of Directors’ effort to rehabilitate the tennis courts. Participating in the May 16 cleanup were Volunteer Committee Chairman Don Dyer, Board President Roger Pence, Architectural Committee Chair Vivien Pence, Board Secretary Peggy Rouse, Hospitality Committee member Nancy Vaughn, Budget Committee member Richard Rouse; and Shadowood residents Karen and Paul E.
Among the tools used by the volunteers was a power sprayer with a 20-inch rotary scrubber, borrowed from the newly opened McMinnville Tool Library.
“We still plan to clean the other court in the near future and repaint the stripes, if needed,” said Don Dyer, volunteer committee chair.
For more information on the tennis courts cleanup effort, please contact Dyer at Don.Dyer9876@gmail.com or text Nancy Vaughn at 503-312-0289.
Before and after photos of the scrubbed court:
Minutes of the April 15 Shadowood Greenways board meeting
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 11th 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:
- Architectural: no Request to Modify forms were filed
- 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.
- 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 11th 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.
- 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.
- Volunteer: no report
- 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.
Minutes of the Feb. 18 Shadowood Greenways board meeting
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.
New Shadowood board holds organizational meeting Jan. 23
1-23-25 Organizational Meeting Minutes
The new Board of Directors met at 4:00 pm on 1-23-2025 for the Organizational Meeting to vote for the 2025 officers. Those officers are:
President – Roger Pence, who commenced running the meeting at 4:13 pm.
Vice-President – Bill McGann
Secretary – Peggy Rouse
Treasurer – Dan Hickox
The motion was made and seconded to approve the 2025 Budget presented by the Treasurer at the Annual Board Meeting of 1-21-25. It was passed unanimously by the board.
The meeting was adjourned at 4:25
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Click here for a full list of 2025 Shadowood board members, including contact information
Click here for the dates of the 2025 Shadowood board meetings. The meetings are held every two months on Tuesdays. All Shadowood residents are welcome to attend.
Shadowood HOA holds annual meeting
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:
- Architecture: Roger read the report listing their approvals of various requests.
- 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.
- 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.
- 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.
- 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.
- 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!
- Website: It was reported that Paul McAfee has merged the fillable forms and color palette together on the dot-org and dot-com sites.
- 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
Volunteers remove downed tree near Cozine Creek bridge
Pictured above are the volunteers who donated their time (and muscles!) to cut up a large downed tree near the Cozine Creek bridge on Saturday, March 30, 2024. From left to right are Volunteer Chair Don Dyer, along with Nancy Vaughn, Roger Pence, and Mike & Ester Jewett. Not pictured: Vivien Pence and Peggy Rouse.
Seven Shadowood volunteers cut up a large downed tree at the west end of the Cozine Creek bridge on Saturday, March 30, 2024.
The volunteer team also cut up many other storm-downed limbs and delivered a trailer-full of tree cuttings to the Recology facility.
They stacked piles of free firewood along the walkway adjacent to the bridge, available on a first-come basis.
Participating in the effort were Volunteer Chair Don Dyer, along with volunteers Nancy, Roger, Mike and Ester.
Not only did the volunteers clean up a hazard, they also saved Shadowood Greenway residents hundreds of dollars that would have otherwise gone to contractors, Dyer said.
