May 7, 2026 Board of Directors & Committee Member Meeting Minutes

Thursday, May 7, 2026 | 6:30 PM – 7:30 PM 

Location: Briarwood Civic Association Park Gazebo 

Directors Present 

• Vice President Mr. Jimmy Allen 

• Treasurer Mr. Chris Haltiwanger 

• Secretary Angela Woodruff 

Committee Members Present 

• Mr. Tom Beauchemin 

• Mrs. Sheri Rook 

AGENDA ITEM 1 – GROUNDS MAINTENANCE CONTRACT REVIEW & PROPOSALS 

The current grounds maintenance contract expires at the end of 2026. The Board previously met with the current contractor and requested proposals for: 

1. Continuation of the existing services for an additional two-year term; and 

2. A proposal for the revised 2027–2028 Grounds Maintenance Contract, which includes expanded and more detailed maintenance responsibilities for the front entrance, park, and rear entrance areas maintained by the Association. 

Follow-up attempts were made through email and text message requesting pricing proposals and confirmation of continued service. The contractor was initially advised of an April 30 deadline, which was later extended to May 7 after additional attempts to obtain a response. As of this meeting, no response or proposal has been received. 

The Board reviewed the following three submitted proposals: 

Proposal #1 

• Annual Investment: $38,000 

• Monthly Cost: $3,166 

• Total Two-Year Agreement: $76,000 

Proposal #2 

• 12-month service agreement consisting of 51 visits annually 

• Automatic annual renewal with a 3% increase unless canceled with 30 days written notice 

• Optional 3-year agreement structure: 

• Year 1: Standard contract price 

• Year 2: 3% increase 

• Year 3: Same rate as Year 2 

• Annual Investment (Year 1): $11,220 

• Monthly Cost: $935 

• Year 2 Investment: $11,556.60 

• Total Two-Year Investment: $22,776.60 

Proposal #3 

• 12-month weekly maintenance agreement 

• Annual Investment: $10,800 

• Monthly Cost: $900 

AGENDA ITEM 2 – JUNE 13 FAIR IN THE PARK (DISCUSSION) 

Since January, the Association has informed community members of its intent to host a Fair in the Park on June 13, 2026, based on expressed community interest and anticipated participation. 

At this time, only one resident, participating as a crafter/vendor, has expressed interest in participating. After discussion among the Board and committee members present, all agreed to cancel the event due to insufficient participation. 

AGENDA ITEM 3 – MAY 8 MOVIE NIGHT & FOOD TRUCK EVENT 

Community volunteer Mrs. Jessie Bradley Ma coordinated and secured a food truck for the May 8 Movie Night event at no cost to the Association. The confirmed vendor is Food Kart. Event details and menu information have been posted on the Association website, social media platforms, and emailed to registered members. 

Additional appreciation was extended to Association member Mrs. Terri Cole and her son Scott for connecting the Association with the owner/operator of Discover the Magic Vacations. The company agreed to sponsor the event and cover the licensing required to publicly show a Disney movie. 

The company representatives plan to attend the event, promote their business, and provide complimentary popcorn and cotton candy for attendees during the showing of Raya and the Last Dragon. 

AGENDA ITEM 4 – REVIEW OF JULY MEMBERSHIP MEETING BALLOTS 

The Board and committee members reviewed the prepared paper ballots for the July Membership Meeting regarding proposed bylaw amendments and the proposed one-time annual dues assessment adjustment. 

All members present agreed that the documents were properly prepared, and no revisions were requested. 

AGENDA ITEM 5 – REVIEW OF PRO FORMA BUDGET REPORT & DUES INCREASE PROPOSAL 

Using the projected 2027 grounds maintenance contract amount of $10,800, along with current operational expenses, the proposed annual dues increase would adjust membership dues to $125 per year in order to maintain Association operations and services. 

Discussion noted that failure to approve the proposed dues increase would likely result in the Association operating at a financial deficit in 2027. 

All members present reviewed the proposal and expressed support for presenting it to the membership. 

The Board also discussed notification and ballot distribution procedures for the July 21, 2026, voting meeting. To reduce mailing expenses, the following process was agreed upon: 

• Legal notice of the upcoming voting meeting will be announced at the May membership meeting and within the required notice timeframe. 

• Proxy and absentee ballots will be posted on the Association website for members to print and return independently. 

• Ballots may be returned to the Secretary or Treasurer up to 15 minutes prior to the July 21 meeting. 

• Electronic copies of the proposal and ballots will also be emailed to registered members who receive Association updates and newsletters. 

• Members may return ballots electronically to either contact@briarwoodsc.org or hoa2@dorchestersold.net. 

AGENDA ITEM 6 – OPEN DISCUSSION 

No additional topics were discussed. 

Meeting Adjourned 7:30 PM