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