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.
