June 3, 2025 Special Meeting & June 4, 2025 Audit Meeting Minutes

The Board of Directors of the Briarwood Civic Association held a Special Membership Meeting on Tuesday, June 3, 2025, from 7:00 PM to 8:00 PM at the Summerville Church of Christ, 413 Old Trolley Road, Summerville, SC. This meeting was held in accordance with the Association’s governing bylaws and was called to collect completed member ballots and certify the vote on proposed Bylaw Amendments. 

Official Notification 

The Special Membership Meeting was properly noticed to the membership through the following means: 

• Announcement on the Association’s official website. 

• Printed notice and ballot packet mailed to all 326 homes. 

• Public announcement during the May 20, 2025 Membership Meeting. 

• Notification in the Association newsletter. 

These notices included the meeting date, time, location, purpose, and the items to be voted on. 

Ballot Distribution and Submission 

In accordance with Article V, Section 2 of the governing bylaws: 

• Each household received two paper ballots, representing up to two voting members per property. 

• Votes could be submitted in person, by proxy, or by absentee ballot. 

• All ballots were valid only for the June 3, 2025 meeting and the listed agenda items. 

  
  

Meeting Procedure and Quorum 

The June 3 meeting served solely to receive sealed and signed ballots from members. Present at the meeting were: 

• President Clay Rogers

• Vice President Jimmy Allen 

• Secretary Angela Woodruff

• Webmaster Jessie Ma, who was present to confirm via Zoom that ballots must be submitted in person between 7:00 and 8:00 PM. 

Members who arrived to the meeting with questions were addressed by the Board at the time. 

Members who arrived in person without ballots were provided new copies. All votes were cast by paper ballot; no verbal or electronic votes were accepted. 

As per Article VI, Section 4, the ballots submitted constituted the quorum for this meeting. Each action required the affirmative vote of two-thirds (2/3) of the votes represented by the quorum present. 

Amendment Authority 

Per Article VIII of the bylaws, the proposed changes to the governing documents required approval by a two-thirds (2/3) vote of the members present (including proxy and absentee representation) at the meeting. 

Voting Results Summary 

Section 1 – Online Voting  

Total votes received: 198  

Votes required to pass (2/3): 132  

Votes in favor: 144  

Result: ✅ Passed 

Section 2 – Treasurer Duties Update  

Total votes received: 197  

Votes required to pass (2/3): 132  

Votes in favor: 149  

Result: ✅ Passed 

Section 3 – Secretary Duties Update  

Total votes received: 200  

Votes required to pass (2/3): 134  

Votes in favor: 138  

Result: ✅ Passed 

Section 4 – One-Time Annual Dues Increase  

Total votes received: 201  

Votes required to pass (2/3): 134  

Votes in favor: 110  

Result: ❌ Did Not Pass 

Section 5 – Multi-Year Dues Adjustment Plan  

Result: Contingent on Section 4 – Did Not Go Into Effect

At this time, no dues increases have been approved for the upcoming years. Any future financial adjustments would require a new membership vote meeting the 2/3 requirement set forth in the Briarwood Civic Association Bylaws. 

Summary 

All aspects of the voting process, including notice, ballot distribution, submission, quorum, and vote tally, were conducted in accordance with the Briarwood Civic Association governing bylaws. Final vote results were reviewed, audited, and certified by the Board of Directors following the meeting and have been made available to the membership.  An official audit of all submitted ballots was conducted on June 4, 2025, by three members of the Board of Directors and three independent community members. The audit took place at the residence of Vice President Mr. Jimmy Allen, beginning at 5:30 PM and concluding at 9:00 PM.