July 2, 2026 Board of Directors & Committee Member Meeting Minutes
Board of Directors Meeting Minutes
Date: Thursday, July 2, 2026
Time: 6:30 PM
Location: Briarwood Park Gazebo
Roll Call
Board Members Present:
Jimmy Allen, Vice President
Chris Haltiwanger, Treasurer
Angela Woodruff, Secretary
Committee Members Present:
Sheri Rook
Tom Beauchimen
James Johnson
New Business
July 21 Membership Meeting Preparations
The Board reviewed the logistics for the upcoming July 21 Membership Meeting.
The Secretary advised that the Summerville Church of Christ notified the Association that the air conditioning unit serving the Fellowship Hall may not be operational by the meeting date. If necessary, the Church will relocate the meeting to another room within the building and notify the Association in advance. A notice will be posted at the Fellowship Hall entrance directing members to the correct meeting location.
The Board confirmed that supporting documentation regarding the proposed bylaw amendments and dues proposal has been made available through multiple communication methods, including:
The Association website.
The community message board at the front entrance.
A community voting sign at the entrance of the community.
Official Association email distribution.
The Association's official social media platform.
The Board also approved to purchase an additional community yard sign board to be placed at the rear entrance of the neighborhood to improve communication with residents entering from that direction.
Secretary Angela Woodruff offered to personally contact all Association members by telephone using the membership roster to encourage participation and answer questions regarding the upcoming vote.
Following discussion, those present did not support conducting telephone outreach, noting that official information has been made available through multiple communication methods. The consensus of those present was that while the Association will continue providing information through its official communication channels, participation ultimately remains the responsibility of each member.
Voting Procedures
The Board reviewed and confirmed the voting procedures for the July 21 Membership Meeting.
All absentee ballots must be received by one of the approved methods—including email, mail, or delivery to the designated Secretary or Treasurer drop-off locations—no later than 6:45 PM on Tuesday, July 21, 2026, in accordance with the Association's bylaws.
Absentee ballots will not be accepted at the Membership Meeting.
Members attending the meeting in person will receive a separate in-person ballot, allowing the Association to distinguish between absentee ballots, proxy ballots, and ballots cast in person during the final count.
Ballot Counting Procedures
The Board discussed the ballot counting process.
The Board of Directors, together with the three elected committee members, will meet on Wednesday, July 22, 2026, to conduct the official ballot count.
Prior to the count, the Association's management company will provide a list of members not in good standing as of the meeting date to verify voting eligibility.
The ballot count will be conducted by the Board of Directors with a minimum of two independent witnesses observing the process and signing the certification of the final election results.
4. Community Bingo Events
The Board reviewed the upcoming Community Bingo events scheduled for:
Wednesday, August 26, 2026 from 10am – 12noon
Friday, October 9, 2026 from 10am – 12noon
Location, Summerville Church of Christ
Rather than purchasing gift cards, prizes will consist of homemade baked goods and donated items from community members.
Those present unanimously supported continuing with both events as planned.
Capital Waste Community Partnership Opportunity
The Board reviewed recent communication from Capital Waste regarding residential waste services within Briarwood.
Discussion included the possibility of hosting a future "My Trash, Your Treasure" community event, followed by a scheduled bulk pickup service for remaining items.
The Board agreed to continue discussions with Capital Waste and present pricing information to the membership once it is received.
No action was taken.
Membership Information & Transparency
The Board discussed providing additional operational information to the membership during future Membership Meetings.
Beginning with future meetings, the Board intends to report:
The dates the management company conducted community inspections.
The total number of covenant violation notices issued during the reporting period.
The number of homes with unpaid dues for the current year.
The number of homes with outstanding balances from previous years.
The purpose of providing this information is to increase transparency regarding Association operations.
Board Leadership & Future Election Planning
The Board discussed current Board attendance and future leadership planning.
President Clay Rogers was absent from the May Membership Meeting and may be unable to attend the upcoming July Membership Meeting for personal reasons.
The Board reviewed the attendance and vacancy provisions contained within the current Bylaws and agreed that any future action regarding a Board vacancy will be handled in accordance with those governing documents.
The Board also discussed the proposed bylaw amendments currently scheduled for membership consideration. Should the amendments be approved on July 21, the Association will promptly record the approved amendments with the appropriate county office.
The Board also discussed opening nominations for the offices of President and Secretary in accordance with the proposed election timeline should the amendments be approved.
2027 Grounds Maintenance Contract & Bid Update
The Board reviewed the status of bids for the 2027 grounds maintenance contract.
It was noted that the company which previously submitted the lowest proposal has withdrawn from the bidding process.
The Association has provided all interested contractors with identical bid specifications to ensure each proposal is based on the same scope of services. Community members were also invited to refer licensed contractors to participate in the bidding process. The deadline for proposal submissions is July 14, 2026.
Secretary Angela Woodruff reported that an additional landscaping company recently completed a site visit and is preparing a proposal. An additional contractor referral was also received from a Briarwood resident and will be contacted regarding submission of a proposal.
The Board confirmed that no contract has been awarded or signed.
Should the proposed dues increase not be approved by the membership, the Board will revise the maintenance specifications to reflect a reduced scope of services and request updated proposals from the participating contractors. The Board will then evaluate those revised proposals to determine which best meets the Association's budget while maintaining the common areas.
The Board intends to present all submitted bids and associated costs to the membership before awarding a contract.
Open Discussion
There was no additional business brought before the Board.
There being no further business.
Respectfully submitted,
Angela Woodruff Secretary, Briarwood Civic Association
