January 8, 2026 Board of Directors & Committee Member Meeting Minutes

Date: Thursday, January 8, 2026 

Time: 6:30 PM – 7:30 PM 

Location: Dorchester County Summerville Library 

Welcome all community volunteers. 

Present: 

• Clay Rogers, President 

• Jimmy Allen, Vice President 

• Chris Haltiwanger, Treasurer 

• Angela Woodruff, Secretary 

• James Johnson, Committee Member 

A welcome was extended to all Directors and Committee Members. The duties and expectations of Committee Members were reviewed based on the by-laws. Reviewed the committee positions which Dorchester Real Estate Services handles for the association. It was an agreement that these be written in and voted on within the Bylaw changes at the July 2026 membership meeting.  

2026 Board Structure Agreement 

The 2026 Board Structure Agreement was presented and reviewed. The agreement outlines: 

• Bi-monthly membership meetings and corresponding Board of Directors and Committee meetings held during the same months: January, March, May, July, September, November, and December 

• Review and confirmation of the proposed 2026 meeting dates 

Action: All Board members agreed to the terms and signed the agreement. The signed document will be placed within the Association’s governing records. 

Covenant & Restrictions Ballots 

The Board reviewed the timeline and process for proposed 2026 Covenant & Restrictions amendments. 

• Ballots will be mailed to the membership by March 1, 2026 

• Ballots must be received by March 31, 2026 

• The prior Covenant Committee ballot framework will be utilized 

• Compliance with 2026 Dorchester County codes will be ensured 

Proposed topics include: 

• Above-ground pools 

• Fence standards 

• Regulations for profit-based businesses 

• Backyard chickens 

• Personal work vehicles 

• Formal recognition of the Designated Management Company 

Grounds Maintenance Contract (Strategic Agenda Item) 

The 2008 Grounds Maintenance Contract, previously approved by the membership, was reviewed. 

• The current contract expires December 2026 

• The scope will be updated to reflect 2026 operational needs 

• Upon completion, three (3) competitive bids will be solicited 

• Bid results will be used to prepare a pro forma for a potential dues increase 

Planned Presentation: The pro forma, along with proposed By-Law updates, will be presented to the membership for a paper vote at the July 2026 HOA meeting. 

Action Item: Vice President Jimmy Allen will amend the 2008 contract to reflect current needs and present the updated draft to the Board for review. Once approved, three bids will be requested. 

Additional 2026 Planning Items 

• April 25, 2026: Neighborhood Yard Sale (8:00 AM until individual participants conclude) 

• June 13, 2026 (tentative): Briarwood Members Fair in the Park, pending sufficient participation and support 

• July 1, 2026: Ballots mailed for proposed By-Law amendments and membership dues increase pro forma 

• July 21, 2026: Voting to take place at the HOA Membership Meeting 

Proposed By-Law revisions include: 

• Elimination of the new slate director structure 

• Establishment of two-year officer terms 

• Election cycle adjustments: 

• Odd years: President & Treasurer 

• Even years: Vice President & Secretary 

• Clarification that certain committee duties are performed by the Designated Management Company 

• Transition to quarterly meetings beginning in 2027 

• Reduction of required personal Board members to four (4), with volunteer committee directors as needed 

  
  

Open Discussion 

• Future meetings were suggested to be held at the park gazebo 

• All attendees expressed support for the outlined 2026 plan and goals 

Adjournment 

With no further business, the meeting was adjourned at 7:30 PM. 

Angela Woodruff  

Secretary, Briarwood Civic Association