September 1, 2026 Special BCA Community Meeting Agenda & Minutes
Updated: 24 hours ago
Meeting Minutes
1. Call to Order
Vice President Jimmy Allen called the Special Meeting of the Briarwood Civic Association to order at 7:00 PM.
2. Roll Call
The following Board members were present:
Jimmy Allen – Vice President
Chris Haltiwanger – Treasurer
Angela Woodruff – Secretary
President Clay Rogers was absent.
The three Board members present constituted a majority of the Board.
3. Purpose of the Special Meeting
Vice President Jimmy Allen explained that the Special Meeting had been called for two purposes:
To provide members with a recap of the 2026 proposed bylaw amendments and address questions regarding the voting process; and
To hold an open hearing regarding President Clay Rogers' continued absence and provide him an opportunity to address the membership and Board concerning his intentions regarding the office of President.
4. 2026 Bylaw Vote Recap
The Board reviewed the results of the three proposed amendments:
Proposal 1 – Board Election Restructuring:
138 For / 87 Against
Proposal 2 – Committee Structure Modernization:
133 For / 93 Against
Proposal 3 – Annual Dues Adjustment:
125 For / 109 Against
None of the three proposals received the required level of support necessary for adoption. The vote requires a 2/3 majority of all votes cast to pass.
The Board acknowledged that each proposal received significant support, but that overall community participation remained a concern within the Association's 326 residential lots.
5. Absentee Ballot and Voting Process Discussion
The Board addressed questions and concerns that had arisen regarding absentee ballots, proxy-style ballot collection, signatures, and the length of time required to finalize the vote.
It was explained that additional time was necessary to review questions and discrepancies that arose during the process. A Board member also had a previously scheduled family vacation, and the Board did not publicly disclose that absence on social media for privacy and security reasons.
The Board reported that concerns had been raised regarding the authenticity of a signature appearing on one ballot. The homeowner identified the signature as not being theirs and was given an opportunity to pursue the matter independently. The ballot in question was disqualified and excluded from the final count.
The Board also reported that 52 ballots were delivered to the Association by individuals on behalf of other homeowners. Those ballots were delivered in the following groups: 1, 6, 26, 11, 6, and 2 ballots.
The Board discussed the importance of maintaining confidence and integrity in future Association voting procedures.
6. Member Discussion Regarding Future Voting Procedures
Members discussed ways to improve participation and the distribution of voting materials.
Secretary Angela Woodruff stated that, in her opinion, one of the primary issues with the 2026 process was that a complete ballot package and supporting information had not been mailed or hand-delivered directly to every residence. Written comments appearing on some ballots collected by other individuals suggested that certain homeowners may not have received or reviewed all supporting information before voting.
It was suggested that future voting materials be provided directly to every property owner, either through mailing or hand delivery, so each member has an equal opportunity to review the same information.
A former Association president discussed previous voting practices and recalled that ballots and supporting materials had historically been distributed throughout the neighborhood. The member also noted that volunteer participation in hand delivery had declined over time.
Members suggested that future Boards consider using volunteers to hand-deliver materials to owner-occupied residences while mailing materials to non-resident property owners or others requiring delivery by mail. This could potentially reduce mailing expenses while ensuring members receive voting information.
Another member stated that the amount of supporting information distributed with the recent proposals may have been overwhelming and suggested simplifying future materials while still providing members with the information necessary to make an informed decision.
Vice President Allen stated that increasing homeowner participation remains essential and that future efforts should focus on getting information and ballots directly to members and encouraging more homeowners to participate.
7. Landscaping and Community Participation
Vice President Allen discussed concerns regarding community participation in maintaining common areas and the front entrance.
He noted that volunteer participation has decreased over the years and reiterated that the Board had previously requested alternative landscaping proposals after some members stated that comparable landscaping services could be obtained for approximately $500 per month.
Mr. Allen stated that the Board had requested such proposals on multiple occasions but had not received a qualifying proposal at that price. Any contractor submitting a proposal would be required to meet the Association's requirements, including appropriate licensing and insurance. The landscaping bid specifications had also been made available to members.
Vice President Allen also addressed comments and concerns involving a family member who is also a Briarwood homeowner. Mr. Allen stated that his family member is an individual homeowner who speaks and acts on his own behalf and does not speak for or represent Mr. Allen.
Mr. Allen further stated for the record that he does not share confidential or internal Association Board business with this family member. He acknowledged that, as with any community member, the individual may receive information from other sources, including another member of the Board of Directors; however, Mr. Allen specifically confirmed that he is not the individual providing or sharing Board information with him.
Mr. Allen also clarified that his family member had previously submitted a landscaping proposal and later independently chose to withdraw that proposal. Mr. Allen stated that the decision was made by the individual himself, despite Mr. Allen personally advising him not to withdraw the bid.
Mr. Allen emphasized that his family relationship should not be interpreted as the family member speaking on his behalf or as evidence that Mr. Allen is providing him with Association Board information.
With no further questions regarding the bylaw vote, discussion on that portion of the meeting was concluded.
8. Open Hearing Regarding the Office of President
Vice President Allen opened the portion of the meeting concerning President Clay Rogers.
The Board noted that President Rogers had been absent from the Association's recent meetings and that his last recorded attendance at a membership meeting was March 17, 2026. The September 1 Special Meeting/Open Hearing provided an opportunity for President Rogers to appear and address his continued absence and intentions regarding his position.
President Rogers did not attend the hearing.
The Board referenced the following provisions of Article IV of the Association's governing documents:
Section 5: Removal of an Officer or Director for good and sufficient cause following a hearing held in an open meeting.
Section 6: Procedures concerning a vacancy occurring more than ninety days before the next annual meeting.
Section 7: A majority of the Board constitutes a quorum.
Section 1(b): In the absence, death, or disability of the President, the Vice President performs the duties and is vested with the powers of the President.
A community member made a motion from the floor requesting the removal of Clay Rogers as President.
The three Board members present then considered the matter.
Board Vote
Vice President Jimmy Allen voted in favor of removing Clay Rogers from the office of President and declaring the office vacant.
Secretary Angela Woodruff voted in favor.
Treasurer Chris Haltiwanger voted in favor.
Vote: 3 in favor; 0 opposed.
The Board therefore voted unanimously among the Board members present to remove Clay Rogers from the office of President and declare the position vacant.
Pursuant to the provisions of the Association's governing documents referenced during the meeting, Vice President Jimmy Allen will perform the duties and exercise the powers of the President during the vacancy.
9. Board Record, Resolution, and Management Notification
The Board stated that a formal Board Record and Resolution would be signed documenting the action taken at the meeting.
A separate written notice would also be provided to the Association's management company documenting the vacancy and confirming that Vice President Jimmy Allen is performing the powers and duties of the President. This notification was considered necessary to maintain clear Association records and communication with management.
A community member asked why formal documents were necessary.
Secretary Woodruff explained that the documents were being prepared based upon the Association's governing documents and were intended to establish a clear written record of the Board's actions and provide accountability rather than relying upon verbal recollections of Association decisions.
10. Vacancy and Special Election
Members were informed that nominations for the vacant office of President would be opened at the September 15, 2026 membership meeting.
The special election will be for the purpose of filling the office of President for the remainder of the 2026 term only.
If no member comes forward to fill the vacancy, the remaining Board members will continue carrying out the Association's business, with Vice President Jimmy Allen performing the powers and duties of President as provided by the governing documents.
11. 2027 Board Elections
Members were reminded that the election for the 2027 Board of Directors is separate from the election to fill the remainder of the 2026 presidential term.
Nominations for the 2027 Board positions will be opened in accordance with the Association's governing documents.
Members wishing to have their names printed on the ballot for the December election will need to submit their names by mid-November 2026.
The 2027 Board election will take place at the December 2026 membership meeting. The election ballot is expected to be mailed to homeowners at the end of November with the Association's annual dues mailing.
12. Adjournment
There being no additional questions or business, the Special Meeting/Open Hearing was adjourned at 7:40 PM.
Special Meeting & Open Hearing Agenda
Tuesday, September 1, 2026 (Rescheduled from August 18, 2026)
7:00 PM – 8:00 PM
Summerville Church of Christ
Call to Order
Recap of By-Law Vote Results
Review of the certified results of the July 2026 By-Law vote.
Open Hearing Regarding the Office of President
Pursuant to Section 5 – Removal
The Board of Directors has called this open hearing to address concerns regarding the President's continued ability and intention to fulfill the responsibilities of the office, including:
Absence from the two most recent regular membership meetings.
Absence from multiple Board of Directors meetings.
Lack of communication with fellow Board members regarding Association business.
The President's intentions regarding continued service for the remainder of his term.
The President will be provided an opportunity to address the Board and membership regarding these concerns.
Following the hearing, the Board of Directors will consider any appropriate action permitted under Section 5 of the Bylaws.
Section 5 – Removal: “The Board of Directors will have the power to discharge any Officer or Director for good and sufficient cause. Removal action will be undertaken only after a hearing on the matter is held, in the form of an open meeting with the Board of Directors, with the officer or director in question present at such hearing.”
Pursuant to Section 6 – Vacancies
If the office of President becomes vacant and the vacancy occurs more than ninety (90) days before the next scheduled annual meeting, the position shall be filled by special election at a regular meeting.
If applicable, the September 15, 2026, Regular Membership Meeting agenda will include:
Nominations from the floor for the vacant office of President.
Special election to fill the vacant position in accordance with the Bylaws.
Section 6 – Vacancies: “Vacancies occurring more than ninety (90) days prior to the next scheduled annual meeting will be filled by special election at a regular meeting. Nominations for election to vacant positions will be made from the floor at such regular meeting by any member of the Association including officers and directors.”
Adjournment
