March 2022 Meeting Minutes

  1. Call to Order 7:07pm

  2. Roll Call – Elizabeth Pahl, Monica Fochtman, Alyse Munishamaiah, Anne Billings, Kayla Byrd-Daniels, Jim Rypkema, Raymond Poirier; Jean Zwier, absent – Georgia Styka

  3. Announcements – Sympathies to Georgia and the entire Styka family after Ron’s recent passing

  4. Committee Reports

  5. President –

  6. no updates; minutes from annual meeting to be approved at later time

  7. Treasurer –

  8. checking $57,032.09; savings - $38,973.84; CD - $11,606.04; 76 outstanding dues for 2022 ($6,846.62 - $1,033.62 outstanding from prior years; total owed); outstanding LIEN approved by Registrar of Deeds and check has been cashed

  9. Publicity/Communications –

  10. newsletter to be sent in April; working on Cory Pahl’s transition to whoever takes over Communications Chair (Cory willing to train on all duties such as website, Wix, etc)

  11. Events –

  12. just finished event on 3/6 with Kona Ice truck (waiting on number of participants); 10 food trucks scheduled throughout the summer June- September/October, dates finalized by the time newsletter is sent

  13. Maintenance –

  14. New Mowing/Plowing Service –

  15. contract ended with Blue Ridge (due to performance issues, not fulfilling their contract, no communication with board, not being billed, inaccurate record keeping)

  16. under new 1-year contract with Sisu; Monica to sign electronic contract ASAP (no hard copy available)

  17. Kayla/Elizabeth to reach out to Sisu contact to inquire about electronic invoicing and payment

  18. Pathway Lights –

  19. FD Hayes came and tilted the lights all the way down to reduce the brightness, looking at options for continuing to reduce excessive brightness (shadow box to direct the light, new lights, lens cap/filter, etc); must be careful not to modify it to the point the warranty is voided

  20. Inquiring about refund or credit toward another purchase due to professional misjudgment on lumens/brightness; FD Hayes states these are common parking lights despite being used on a pathway

  21. Discussing getting opinions/suggestions from other companies re: solutions;

  22. Heritage Entrance Light

  23. Fixed, electrician glued it back together and stated it looked like it had been hit with something

  24. Discuss R&D Weed and Feed

  25. Continuing same contract: 4x per year weed and feed all entrances, 2 circles, directly in front of nature park; $846 is discounted per year when paid in advance

  26. Nominations – None

  27. Question – Should this committee handle the voting? Per the bylaws there should be an elections committee; seems like this would be a duty for Nominations to take over.

  28. Challenge: many people put their dues with their ballots, writing all over

  29. Welcoming - None

  30. ACCE – deck request for home on Heritage/New Salem: deck was put up prior to board response but it’s approved, and home is on sale currently

  31. New Business

  32. Selection of Officers

  33. President – nom & 2nd for Monica Fochtman; 1 abstention, all others yes

  34. Vice President – nom Kayla & 2nd Jim for Elizabeth Pahl; 1 abstention, all others yes

  35. Secretary - nom Monica & 2nd Kayla for Alyse Munishamaiah; 1 abstention, all others yes

  36. Treasurer – nom Kayla & 2nd Monica for Kayla Byrd-Daniels: 1 abstention, all others yes

  37. Discussing the need for an “elect” or “assistant” due to training, hand off reasons; Raymond Poirier expressed interest

  38. Committee Assignments

  39. Maintenance – Elizabeth: Chair, Jean, Jim, Kayla, Elizabeth, Alyse, Anne

  40. Nominations – Monica: Chair; Jean, Anne

  41. ACCE – Kayla: Chair; Alyse, Jean, Anne, Elizabeth

  42. Events – Elizabeth: Chair, Anne, Monica

  43. Communications – Monica: Chair,

  44. Welcoming – Raymond: Chair, Anne,

  45. Suggested reaching out to local realtors to encourage them to proactively let buyers know Briarwood properties are part of an HOA

  46. 2022 Events Approved: Kayla moves to approve; Alyse second – vote passes unanimously

  47. May 13-15 – Chalk Your Walk

  48. June-September – Food Trucks

  49. June 24-25 – Garage Sale

  50. June 26 – Trash to Treasure

  51. June 24, 25, 26 – Kona Ice Fundraiser (for some undetermined cause – possibly playground)

  52. June 28 - Special Trash Pickup

  53. August 2 – National Night Out Ice Cream Social

  54. September 17 – Picnic

  55. September 18 – Picnic Rain Date

  56. October 31 – Halloween Kick-Off

  57. 2022 Events Vote Tabled:

  58. April 30 – Arbor Day volunteer cleanup/tree planting (additional $150-$300)

  59. May or June – Movie Night (additional $800)

  60. December 20 – Holiday Light Contest (additional $150)

  61. December 24 – Luminary Event

  62. Throughout the Year – Scavenger Hunt (additional $50)

  63. 2022 Budget: Alyse moves to approve operating budget for 2022, Jean – second; passes unanimously

  64. Proposed budget reviewed and voted on:

  65. Dues have not kept pace with inflation or costs of bare minimum (maintenance)

  66. Tabled:

  67. Capital Expenses – Playground, Water at garden, limestone for walkway in the natural area, new “Briarwood Resident Only” property signs

  68. Professional Fees – Legal Fees

  69. Tamarack Entrance Redesign Proposal – Kayla moves to table, Alyse second; passes unanimously

  70. Fence Guideline Document – Alyse moves to approve fence guidance document, Jean seconds; passes; 6 yes, 1 opposed

  71. Old Business

  72. Pond Pump (Jean) – no updates

  73. Recreation Playground (Elizabeth) – no updates; still working on it Nature Park (Elizabeth) – would like to have a special meeting with just Cory and Elizabeth with David and Kevin to discuss with how to move forward

  74. Member Comments - none

  75. Adjourn – Alyse moves to adjourn, Jean seconds; meeting adjourns 9:23pm

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