March 5, 2026 Board of Directors & Committee Member Meeting Minutes

Date: Thursday, March 5, 2026 

Time: 6:30 PM – 7:30 PM 

Location: Briarwood Community Park Gazebo

PURPOSE OF MEETING 

Preparation for the upcoming Membership Meeting scheduled for: 

Tuesday, March 17, 2026 – 7:00 PM Summerville Church of Christ 

Members Present.  

Clay Rogers, President 

Jimmy Allen, Vice President 

Chris Haltiwanger, Treasurer 

Angela Woodruff, Secretary 

Committee members present Sheri Rook, Tom Beauchemin, James Johnson 

Covenant & Restrictions Ballot Update 

Confirmation that ballots have been mailed to all Association members. Review of approved ballot return methods. Email submission, Mail to BCA P.O. Box, Drop off at Treasurer’s residence, Drop off at Secretary’s residence, Submission at March 17 Membership Meeting, Text request for pick-up (Secretary) 

Ballot Collection & Audit Plan 

We will retrieve all mailed ballots from Dorchester Real Estate Services (DRES) in St. George. Next confirm if quorum was met. Then formal ballot counting and audit session will be held: (Plan for Thursday, April 2, 2026 (Time to be determined) 

Discussion of: Chain of custody procedures, Volunteer counters, Certification process, Documentation for official records. Similar to how it was completed with a audit committee last years bylaw count.  

Dorchester County Roadway Safety & Pavement Response 

Review of formal written response from Dorchester County Transportation Development Manager (Makenzie Kelley – attached). 

Discussion of: 

Roadway safety enhancement requests, Pavement condition evaluations, Repaving timeline (2-3 years), notification to membership at upcoming meeting. Additionally, any community member can report county-maintained roads directly to the county and if they wish to report to our association, we will gladly send the email for maintenance request.  

July 2026 By-Law Update & Vote Preparation 

Review of drafted cover letter and proposed ballot language (attached) for July By-law updates. To save the association money on printing the ballots and mailing we will have them on the website and emailed with our newsletter to the association. The absentee and proxy ballots will be available to print and return to the secretary or treasurer as the bylaws read. July’s meeting we will have a paper ballot vote of the membership present to approve or not approve of the subjects presented.    

Grounds Maintenance Contract – 2027 Review 

Review of draft Grounds Maintenance Contract Agreement. Passed document to those present.  

Discuss revisions and final approval for contractor distribution. It was suggested to remove the irrigation system maintenance from the contract because it is already dysfunctional. Member stated he personally has made repairs to it long ago and since the front brick had been placed on two sprinkler heads. He recalls long ago the water being turned on and costing the association a lot of money on one month’s bill. The irrigation section of the contract was agreed by all to be removed.  

Confirmed we will obtain three (3) price proposals from licensed contractors. Goal to have completed by the Proposal deadline of April 30, 2026.  

Financial Planning to include in a presentation for the Due Increase presented in July. 

Once we receive the 3 proposals for grounds maintenance contract we can use these costs to present a more accurate budget for the dues increase based on current needs. All this will be available in time for the May meeting to be presented to the membership for the July meeting vote.  

Annual Neighborhood Yard Sale – April 25, 2026 

We will make notice in our upcoming newsletter for the Yard sale date. To help those wishing to participate we will publish the event on our Facebook Social media platform.  

Briarwood Fair in the Park – June 13, 2026 

We have had 1 member who is a crafter express interest to participate in the Briarwood Fair in the Park. Our plan is to reach out for additional interest through our newsletter. Unfortunately, due to lack of participation the planning for the even may be cancelled.    

Playground Upgrade Proposal & Dedicated Funding Account 

Discussed a playground upgrade proposal received and presented to those present. All present believed now was not a good time to bring the proposal to the community. We have too much happening and need to focus on getting the ballots for the C&R’s returns and then prioritizing raising the membership dues to take care of the association’s needs now.