March 2022 Meeting Minutes
Call to Order 7:07pm
Roll Call – Elizabeth Pahl, Monica Fochtman, Alyse Munishamaiah, Anne Billings, Kayla Byrd-Daniels, Jim Rypkema, Raymond Poirier; Jean Zwier, absent – Georgia Styka
Announcements – Sympathies to Georgia and the entire Styka family after Ron’s recent passing
Committee Reports
President –
no updates; minutes from annual meeting to be approved at later time
Treasurer –
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
Publicity/Communications –
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)
Events –
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
Maintenance –
New Mowing/Plowing Service –
contract ended with Blue Ridge (due to performance issues, not fulfilling their contract, no communication with board, not being billed, inaccurate record keeping)
under new 1-year contract with Sisu; Monica to sign electronic contract ASAP (no hard copy available)
Kayla/Elizabeth to reach out to Sisu contact to inquire about electronic invoicing and payment
Pathway Lights –
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
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
Discussing getting opinions/suggestions from other companies re: solutions;
Heritage Entrance Light
Fixed, electrician glued it back together and stated it looked like it had been hit with something
Discuss R&D Weed and Feed
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
Nominations – None
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.
Challenge: many people put their dues with their ballots, writing all over
Welcoming - None
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
New Business
Selection of Officers
President – nom & 2nd for Monica Fochtman; 1 abstention, all others yes
Vice President – nom Kayla & 2nd Jim for Elizabeth Pahl; 1 abstention, all others yes
Secretary - nom Monica & 2nd Kayla for Alyse Munishamaiah; 1 abstention, all others yes
Treasurer – nom Kayla & 2nd Monica for Kayla Byrd-Daniels: 1 abstention, all others yes
Discussing the need for an “elect” or “assistant” due to training, hand off reasons; Raymond Poirier expressed interest
Committee Assignments
Maintenance – Elizabeth: Chair, Jean, Jim, Kayla, Elizabeth, Alyse, Anne
Nominations – Monica: Chair; Jean, Anne
ACCE – Kayla: Chair; Alyse, Jean, Anne, Elizabeth
Events – Elizabeth: Chair, Anne, Monica
Communications – Monica: Chair,
Welcoming – Raymond: Chair, Anne,
Suggested reaching out to local realtors to encourage them to proactively let buyers know Briarwood properties are part of an HOA
2022 Events Approved: Kayla moves to approve; Alyse second – vote passes unanimously
May 13-15 – Chalk Your Walk
June-September – Food Trucks
June 24-25 – Garage Sale
June 26 – Trash to Treasure
June 24, 25, 26 – Kona Ice Fundraiser (for some undetermined cause – possibly playground)
June 28 - Special Trash Pickup
August 2 – National Night Out Ice Cream Social
September 17 – Picnic
September 18 – Picnic Rain Date
October 31 – Halloween Kick-Off
2022 Events Vote Tabled:
April 30 – Arbor Day volunteer cleanup/tree planting (additional $150-$300)
May or June – Movie Night (additional $800)
December 20 – Holiday Light Contest (additional $150)
December 24 – Luminary Event
Throughout the Year – Scavenger Hunt (additional $50)
2022 Budget: Alyse moves to approve operating budget for 2022, Jean – second; passes unanimously
Proposed budget reviewed and voted on:
Dues have not kept pace with inflation or costs of bare minimum (maintenance)
Tabled:
Capital Expenses – Playground, Water at garden, limestone for walkway in the natural area, new “Briarwood Resident Only” property signs
Professional Fees – Legal Fees
Tamarack Entrance Redesign Proposal – Kayla moves to table, Alyse second; passes unanimously
Fence Guideline Document – Alyse moves to approve fence guidance document, Jean seconds; passes; 6 yes, 1 opposed
Old Business
Pond Pump (Jean) – no updates
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
Member Comments - none
Adjourn – Alyse moves to adjourn, Jean seconds; meeting adjourns 9:23pm