September 30, 2026 Board of Directors & Committee Member Meeting Minutes
Board of Directors Meeting Minutes
Wednesday, September 30, 2026 – 6:30 PM
Location: Briarwood Community Park Gazebo
Director’s Present:
President: Chris Thomas,
Vice President: Jimmy Allen,
Treasurer: Chris Haltiwanger
Secretary: Angela Woodruff
Volunteer Committee Member Present: Sheri Rook
1. Financial Audit Preparation
The Board discussed preparations for the upcoming annual financial audit. The necessary financial records will be prepared for review by two independent community members. The completed audit will be presented to the community at the November membership meeting.
2. Bulk Trash Pickup
The Board reviewed email communications with Capital Waste Services and Sandlapper regarding bulk trash and lawn debris pickup.
It was clarified that bulk trash and lawn debris removal are the responsibility of the individual resident. Any resident placing bulk items or lawn debris at the curb is responsible for arranging for the proper removal of those items.
3. DRES Covenant Enforcement Reports
The Board reviewed the current covenant enforcement report provided by Dorchester Real Estate Services (DRES).
The Board discussed contacting DRES to request a simplified monthly report showing current open violations rather than continuing to receive a lengthy report containing historical information dating back to 2020.
The Board will also communicate with DRES to ensure that all Board members receive the monthly financial and covenant enforcement reports distributed on or around the 15th of each month.
4. Community Request – Mulch
The Board discussed a community member's request regarding the possibility of applying mulch twice per year.
The Board will contact the landscaping company scheduled to begin services in January 2027 to obtain a price quote for mulch installation. The Board also discussed the possibility of creating a community donation fund to allow residents who wish to contribute toward the cost of mulch installation to do so.
5. Ongoing Grounds Maintenance
The Board reviewed current grounds maintenance concerns and outstanding maintenance requests.
Community members may report county-related maintenance concerns directly to Dorchester County. When residents contact the Association regarding these concerns, the Board will continue to assist with reporting and following up on requests when appropriate.
An outstanding concern remains regarding sidewalk repairs near the pump station, where county equipment reportedly damaged the sidewalk during ditch-cleaning work several years ago.
6. Balance Sheet – Accounts Receivable
The Board followed up on a community member's question regarding the negative "Accounts Receivable" amount appearing on the Association's Balance Sheet.
Treasurer Chris Haltiwanger obtained clarification from Sheri/DRES regarding how the amount is reported and why it appears as a negative figure. Chris will provide the explanation to the membership at the next membership meeting.
7. Upcoming Community Bingo
The Board discussed plans for the upcoming community Bingo event. The event has been scheduled for October 20, 2026, from 7:00 PM to 9:00 PM.
The Board hopes the evening hours will encourage greater community participation. Prizes will be similar to those offered during the previous Bingo event and will consist primarily of items donated by community members.
8. Christmas Community Event
The Board discussed plans for the annual Christmas community event.
Similar to previous years, the Association plans to decorate a trailer and escort Santa throughout the community to visit participating residents who sign up through the Association's social platform.
As the event approaches, the Association will provide additional information regarding sign-ups and the collection of donated items for gift bags.
9. 2027 Board of Directors
The current directors were asked whether they intend to volunteer for Board service during the 2027 year. All current directors expressed their desire to continue serving in their present positions.
Jessie Bradley Ma will oversee the nomination process and provide a form for community members interested in volunteering or running for Association positions.
Absentee ballots will be mailed to Association members with the 2027 Association dues invoices at the end of November. Any member wishing to run for a volunteer Director or committee position and have their name included on the printed absentee ballot must submit their nomination no later than November 15, 2026.
10. Committee Volunteers
Additional volunteers are being sought to assist Jessie Bradley Ma with the Nomination Committee. Information regarding the volunteer opportunity will be provided to the membership through our newsletter, social platform, and website.
11. Association Financial Management
The Board discussed transitioning Association-related online expenses away from individual members' personal accounts.
Treasurer Chris Haltiwanger will obtain an Association debit card to be used solely for authorized Association expenses, including website management, Association email services, web hosting, and other approved online services. This will allow these services to be linked directly to the Association's financial account rather than to individual members' personal accounts.
The Board also discussed obtaining a safe-deposit box for the secure storage of important Association records and documents rather than keeping these materials at individual Board members' personal residences.
12. Additional Board Business
No additional Board business was discussed.
Minutes Prepared By: Angela Woodruff, Secretary Briarwood Civic Association
