2026 Board Members

Board Members in Attendance

• Christina Vernon – President
• Bethany Berry – Vice President of Committees
• Chris Zoladz – Vice President of Communications
• Alexa Denhof – Treasurer
• Karla Schmidt – Secretary

1. Treasurer’s Report

• Assessment Collections: A total of 84 homeowners have paid their dues.
• Six assessments remain outstanding, four of which are repeat late payers.
• One homeowner paid the incorrect amount ($140 instead of $190) and will be sent a reminder.
• Refunds: A refund is being processed for a resident in Colorado who accidentally paid this Association via GoDaddy.
• Insurance & Renewals: The general liability insurance and the post office box have been renewed.
• The insurance premium increased by less than $100.

2. Development & Maintenance

• Pond Maintenance: Cattail removal is scheduled for this coming Thursday or Friday, depending on water levels.
• Following the removal, the Board will begin aquatic plant treatment to prevent overgrowth.
• Landscaping & Sprinklers: The sprinkler system is being activated and repaired this week.
• The Board is actively seeking new estimates for mowing and spring landscaping due to inconsistent communication and invoicing from the current contractor (Brandon.)
• Tree Maintenance: Residents are encouraged to use the online form to report diseased or dead trees to the Kent County Road Commission.

3. Architectural Control Committee (ACC)

• Committee Vacancy: The ACC is currently seeking one additional member to ensure an odd number for voting purposes.
• Rules Update: The ACC is drafting a "soft draft" of updated rules and regulations to better define the difference between routine maintenance and property improvements.

4. Social Committee

• Dumpster Weekend: Tentatively scheduled for May 30 – May 31.
• Neighborhood Garage Sales: A poll is active to determine resident preference for spring versus summer dates.
• Youth Events: The Board is exploring new ideas for neighborhood children, such as a St. Patrick’s Day treasure hunt or an Earth Day cleanup.

5. Community Enforcement & Safety

• Parking: Residents are reminded that parking on the green space/grass is prohibited.
• It restricts community access and causes damage to the lawn.
• Pet Policy: A reminder will be sent to residents regarding leashing pets and the requirement to clean up waste in common areas.

6. Communications & Administration

• Spring Newsletter: The upcoming newsletter will include dumpster dates, the ACC vacancy, and reminders regarding yard waste and parking.

Board Members in Attendance

• Christina Vernon – President (virtual)
• Bethany Berry – Vice President of Committees
• Chris Zoladz – Vice President of Communications
• Alexa Denhof – Treasurer
• Karla Schmidt – Secretary

Additional Attendance: 9 neighbors in person (14 online)

Call to Order & Year in Review

• President Christina Vernon opened the meeting and thanked the board members for a great year of service. She provided a summary of key accomplishments from 2025.

Treasurer’s Report

Alexa Denhof presented the financial report:

• Beginning Balance: $24,946
• Ending Balance: $21,660

Primary Expenses Included:

• Pond clean-up
• Fall Social
• Insurance
• Dumpster rental

Communications Update

• Chris Zoladz summarized the six HOA communications distributed throughout the year.

Secretary Update

• Karla Schmidt confirmed that 2026 invoices were sent at the end of January. Late notices will be sent after the February 28 due date.

Committee Reports

1. Committees Overview

• Bethany Berry shared that the new committee structure has been implemented successfully and is working well.

2. Bylaw Revision Committee

• Amendments to the Deeds & Restrictions have been completed.
• Documents are available in PDF format on the HOA website.
• 2026 Goal: Review the bylaws.
• A town hall meeting will be scheduled for community discussion.

3. Architectural Control Committee (ACC)

• 2026 Goal: Establish basic approval guidelines for project applications.
• Call for two additional members to maintain an odd-numbered committee.

4. Social Committee

• Successful Easter Egg Hunt in 2025.
• No HOA-hosted Easter Egg Hunt in 2026 due to spring break timing.
• Fall Social came in under the $1,000 budget and received positive feedback.
• Ongoing neighbor welcoming initiative includes greeting cards for all new residents.
• Call for additional committee members.

5. Neighborhood Development Committee

• Street lights repaired following community vote.
• New plantings installed at the entrance.
• Grass seeding planned for Spring 2026.
• Entrance clean-up completed by Jessica, Nuala, and Bethany Berry.

6. Pond Restoration Update:

• Phase 1 partially complete (cattail removal scheduled for Spring 2026).
• Phase 2 complete.
• Call for additional committee members.

Open Forum

• Jacki Barnett announced she plans to host an Easter Egg Hunt independently (not HOA-sponsored.)

Board Officer Elections (2026)

President

• Nominated: Christina Vernon (Karla Schmidt)
• Seconded: Bethany Berry
• Elected unanimously (11 votes)

Vice President of Committees

• Nominated: Bethany Berry (Chris Zoladz)
• Seconded: Jake Chaffee
• Elected unanimously (11 votes)

Vice President of Communications

• Nominated: Chris Zoladz (Alexa Denhof)
• Seconded: Bethany Berry
• Elected unanimously (11 votes)

Secretary

• Nominated: Karla Schmidt (Bethany Berry)
• Seconded: Alexa Denhof
• Elected unanimously (11 votes)

Treasurer

• Nominated: Alexa Denhof (Karla Schmidt)
• Seconded: Chris Zoladz
• Elected unanimously (11 votes)

Neighborhood Development Committee:
Bethany Berry (Chair), Craig Casler, Alexa Denhof, Nuala Palmer, Errin Wodarski, Chris Zoladz (also on committee but not in attendance: Jessica Lamore, Raechel Morrow)

Pond Ownership & Maintenance

• The pond is primarily owned by the Drain Commission, but as long as it drains properly, the neighborhood can proceed with improvements.

Cattail Overgrowth:

• Entry point proposed at the end of the sidewalk.
• Cattail removal is permitted; we are not required to keep them.
• Cattails absorb large amounts of water, which may naturally reduce dredging needs.
• Cattails will regrow annually and will require chemical treatment.

Proposed 5-Step Plan

• Rejuvenate the pond
• Improve access and add signage
• Install enhancements
• Add electrical infrastructure
• Build a deck

Questions & Considerations

1. Cattail Removal:

• Shoreline clearing proposed (excluding large trees).
• Clarification needed on what remains after $6,100 clearing (e.g., will 6" stumps remain?)

2. Pond Maintenance:

• Possible need for a bubbler depending on water levels.
• Treatment is safe for turtles and all wildlife.

3. Insurance:

• Current policy does not cover water retention areas; additional coverage is required.

4. Cost-Saving Options:

• Explore cheaper alternatives for shoreline clearing, possibly through a landscaper.

5. Financial Discussion

• Typical annual spending: ~$6,000, leaving ~$5,000 surplus.
• Concerns raised about the pond potentially becoming a “mud pit” after investment.

6. Assessment Options:

• Not considering a one-time assessment if only Phase 1 is completed.
• Mark Green estimated a special assessment of ~$204 per household to cover both Phase 1 and 2.

7. Funding Suggestions:

• Limit frontage clearing to ~50 feet to reduce costs.
  Consider using reserves to fund Phases 1 & 2.
• Increase annual dues to cover ongoing maintenance.
• Debate on how much should remain in reserve funds.

8. Open Forum Highlights

• Mixed opinions on whether residents could complete some clearing themselves.
• General agreement that cattail removal is most valuable if at least some frontage is also cleared for visibility.
• Strong support for moving forward with Phases 1 & 2.

9. Motion

• A motion was made to bring Phases 1 & 2 to the neighborhood for a vote. Attendees present were generally in favor.

Attendees: Christina Vernon, Bethany Berry, Chris Zoladz, Karla Schmidt, Alexa Denhof

1. Landscaping Services

• Who to use for landscaping (willing to use two different vendors if makes financial sense, one for regular mowing and one for landscaping.)

Decision:

• Seek quotes for landscaping services to support any potential change.
• Bethany will reach out to Michael Long and Brandon Yamamoto for a quote (keeping mulch as is.)

2. Neighborhood Development Committee

• A committee meeting will be scheduled next month.
• Primary focus mostly likely will be: addressing the issue of cattails. A neighborhood "dig-out" day was proposed to reduce costs.
• The board approved spending up to $500 to obtain quotes, with the goal of assessing whether DIY efforts are worthwhile or if hiring out is more efficient.

3. Bylaw Revision Committee

• The bylaws and amendments need to be reorganized and typed up. No external service was identified to handle this and attempts at using AI programs for conversion have failed.
• Plan: Divide the work among HOA members and bylaw committee participants. Bethany will organize and distribute packets to be transcribed.

4. Social Committee Updates

• Jacki Barnett is storing eggs and leftover trinkets from past events.
• Alexa Denhof will reimburse Jacki.

5. The 2025 annual social budget is set at $1,000.

• The social committee will determine the event date.
• A Kona Ice truck is recommended by the board instead of providing a meal.
• Alexa will look into a possible duplicate charge ($368) for last year’s bounce house rental.

6. Solicitor Policy (Plainfield Township)

• The township has an updated solicitor policy, but individual homeowners must post “No Soliciting” signs on their own properties to enforce.
• The HOA will share this policy with residents for awareness.

7. Dog Off-Leash Complaint

• Another complaint was received regarding a dog being walked off leash.
• The board will follow up with the pet owner.
• If the complainant desires further action, they will need to contact Animal Control or Plainfield Township.

8. Dumpster Weekend

• The board will provide a dumpster for community use the weekend after Memorial Day (May 30–June 1.)
• Alexa will coordinate the rental.
• Chris will notify residents in advance.
• The board will explore the option of a second dumpster rental if needed.

Board Members: Jackie Barnett (President), Bethany Berry (Vice President), Chad Morrow (Treasurer), Craig Casler (Administrative Assistant)

Pond (Water Retention Area) Future Plans

• Install Fountain 
• Remove cat tails
• Check into insurance policy
• For liability reasons, can’t build dock into water way, it must be a viewing deck only
• Pond is 100% owned by the Kent County Drain Commission, not the school or Evergreen Meadows.

Proposals passed

• Call for a motion in accordance with our Bylaws to establish 2 VP seats. Committees and Communications.
• Pond / Water Retention improvement Project
• Annual meeting date will be moved to February moving forward. Due date for annual dues (1/30) will not change. 

Neighborhood Development Committee Members

• Bethany Berry 
• Raechel Morrow 
• Craig Casler
• Erin Wodarski
• Alexa Denhof
• Chris Zoladz

Architectural Control Committee

• Kim Amesbury
• Rob DeVerna
• Mark Green
• Drew Wodarski

Bylaw Revision Committee

• Bethany Berry​
• Erik DenBroeder​
• Christina Vernon​
• Abby VanDyke​
• Errin Wodarski

Newly Elected HOA Board Members

• President - Christina Vernon
• Vice President Committees - Bethany Berry
• Vice President Communications – Chris Zoladz
• Secretary – Karla Schmidt
• Treasurer – Alexa Denhof

Neighborhood Entrance Lighting 

• Electrician quote of $850 to replace the following:
• Removal of old lighting and dusk to dawn photo eyes
• Install 8 new landscape lights in island and 2 new lights in front of entrance sign
• Install low voltage transformer and new photo eyes