March 2025 Minutes

Briarwood HOA meeting

March 11, 2025

1. CALL TO ORDER

 The meeting was held in person at High Caliber Karting as well as online via Microsoft Teams. It was called to order at 7:15 pm after facility equipment issues were resolved and Teams access was working for remote participant.

2. ROLL CALL

 Board Members

o Pat Daniels, Sascha Eisner, Mike Karagoulis, Lynne Page, Sheryl Page, Jim Rypkema and Jean Zwier were present at Hi-Caliber.

o Tasha Warren-Yehuda was present via Microsoft Teams.

o Absent: George Platsis.

 Guests:

o Brenda Howser

3. APPROVAL OF MINUTES FROM THE 2/11/2025 MEETING

 Lynne indicated that there was no picnic budgeted for 2024 (the issue was not lack of volunteers) and Pat amended the minutes to reflect this.

 Pat made a motion to adopt the February minutes with this change. Seconded by Jean and Mike. Motion carried 8-0.

4. ANNOUNCEMENTS

 There were no announcements.

 Pat raised the subject of future movement from Microsoft Teams to Google Workspace Meet which would accommodate calling in to the meeting. No discussion ensued and topic will be re-visited.

5. BOARD ELECTIONS

 Discussion re: 2025 Board officers and committee assignments. Lynne made a motion to approve the following slate of officers: Mike Karagoulis, President; Sascha Eisner, Vice-President; Tasha Warren-Yehuda, Secretary and Lynne Page, Treasurer. Mike seconded this motion. Motion carried 8-0.

 Committee chairs were discussed as follows:

- Lynne nominated Sascha as ACCE Chair. Mike seconded. Motion carried 8-0.

- Lynne nominated Sheryl as Audit Chair. Jim seconded. Motion carried 8-0.

- Jean nominated Pat as Maintenance Chair. Mike seconded. Motion carried 8-0.

- Sheryl nominated Jim as Nominations Chair. Pat seconded. Motion carried 8-0.

- Lynne nominated Sheryl as Publicity Chair. Pat expressed interest in the position also. Discussion ensued about the value of having co-chairs due to the volume of projects. Mike amended motion to nominate Sheryl and Pat as co-chairs. Sascha seconded. Motion carried 7-0-1 (Lynne abstained)

- Lynne nominated Tasha as Events chair. Discussion ensued re: Jean’s interest in the committee and motion was amended to nominate Tasha and Jean as co-chairs. Sascha seconded . Motion passed 7-0-1 (Lynne abstained).

 Committee Assignments were made as follows:

- ACCE: Sascha (CH), Lynne and Mike.

- AUDIT: Sheryl (CH), George, Lynne and Jim.

- MAINTENANCE: Pat (CH), Jean, Jim, Mike.

- NOMINATIONS: Jim (CH), Lynne, Sheryl.

- PUBLICITY: Pat and Sheryl (CO-CH), Jean, Lynne. Includes WELCOMING sub-committee consisting of Jean, Sheryl and Lynne.

- EVENTS: Tasha and Jean (CO-CH), Jim, Pat, Sascha.

6. MEETING TIMES AND DATES

 There was a discussion about amending the meeting dates/start times. Sheryl motioned to move meetings to 6:00pm on the 2 nd Tuesday of the month effective April 2025. Jim seconded. Motion carried 7-0-1 (Pat abstained).

7. TREASURER’S REPORT

 Lynne presented a Draft Budget for 2025 totaling $46,395.00. There was discussion re: the expenses associated with grounds maintenance and increasing percentage of annual dues allocated for that expense. Sheryl motioned to adopt the Draft Budget as presented. Jean seconded. Motion carried 8-0.

 January and February 2025 Income-Expense statements were provided.

 Treasurer reported there are still approximately $9,500 in overdue dues payments and those continue to be pursued.

8. MISCELLANEOUS

 Lynne raised the issue of Board Indemnification. The Board is currently covered for Financial Malfeasance but there is broader Liability Indemnification required. Our insurance company does not write this coverage for small organizations such as the BHOA. Lynne will pursue proper avenues to institute this coverage with an attorney.

 Mike will provide further info re: adopting Robert’s Rules of Order for future meetings.

 Board discussed continuing the practice of email voting when an issue has been previously discussed during a Board meeting. Mike will prepare a motion for April.

 Discussion occurred re: allowing the ACCE to make decisions without full Board engagement unless there are significant differences of opinion. No motions were made or processes finalized.

 Jean has plotted out all Garden plots for 2025. Indemnification forms will need to be signed by participants and Jean will coordinate.

 Pat noted the board is not an island and should not be the only individuals involved in committees. He urged all committee chairs - especially ACCE - to find volunteers, to contact individuals who ran in the last election and/or who have been involved in meeting discussions in the past couple years.

9. NEW BUSINESS

 Pertinent account access will need to be transitioned between Pat and Mike. They will coordinate scheduling.

 The Events Cmte will meet to construct a preliminary 2025 Events Calendar

 The website needs attention and options will be discussed by the Publicity Cmte.

 Mike asked that all committee chairs schedule at least one meeting with their committee members in advance of the April board meeting. The purpose is to put together a proposed 2025 game plan for their committee and a plan to make a 5 minute presentation to the board on April 8. In lieu of presenting, a committee may forward their presentation file to the board before the meeting and just hold Q&A. The stretch goal for April 8 is to approve all committee proposals so we can quickly move forward.

GUEST COMMENTS

 Observation was made that the Annual Picnic is an important part of uniting the neighborhood and should be re-established/maintained.

ADJOURNMENT

 A motion was made and seconded to adjourn the meeting. Motion carried 8-0.

 The meeting adjourned at 8:55pm.