August 19, 2025 BCA Community Meeting Agenda & Minutes

This post was updated on August 23.

Meeting Minutes

Date: Tuesday, August 19, 2025 

Time: 7:00 PM 

Location: Summerville Church of Christ 

1. Call to Order 

   The meeting was called to order by President Clay Rogers at 7:00 PM.  

   Secretary Angela Woodruff recorded the minutes. 

2. Roll Call  

   Directors Present: Clay Rogers (President), Jimmy Allen (Vice President), Chris Haltiwanger (Treasurer), Angela Woodruff (Secretary). Directors Absent: None. 

3. Guest Speaker 

   Sgt. Barrington with Dorchester County Crime Watch could not attend due to scheduling conflicts. He is expected to attend the next meeting. 

4. Reports 

   1. President’s Report 

      1. Reviewed fines and warnings issued last month: over 40 notices went out.  (Mr. Clay will have a more specific detailed number in the morning of 8/21 which will be added to the minutes) Detailed update 39 violations since June 25 and 13 additional fines.  

      2. 43 homes currently owe a total of $11,457. Of these, 13 owe 2025 dues, 3 owe 2024 & 2025 dues, and 36 owe a combination of fines and dues. Some are already in collections.

   2. Treasurer’s Report (Chris Haltiwanger) 

      1. Printouts provided to members in attendance:

         1. Balance Sheet as of June 30, 2025  

         2. Profit & Loss as of June 2025  

         3. Balance Sheet as of July 31, 2025 

         4. Profit & loss as of July 2025 

      2. Normal monthly expenses paid, including utilities, water, and Dorchester Real Estate Services (DRES). 

      3. MC Contract Agreement: 0% loan over 12 months for the fence around the pump station. 

      4. Questions were opened to members present; no further questions were raised. 

      5. Treasurer’s Report accepted as presented. 

   3. Community Feedback 

      1. A member noted poor mowing around the playground and front entrance by the lawn company. 

      2. Vice President Jimmy Allen responded that the current landscaping company was hired due to cost; higher dues would be required to afford better services, but that proposal was voted down by the community. 

   4. Vice President’s Report (Jimmy Allen) 

      1. Reviewed county communications regarding adding cross-street signs and ground painting (STOP BAR markings) at intersections for better visibility. 

      2. Reported follow-up on a community request at 204 Chessington Circle regarding a hazardous hole near the sidewalk/manhole. The county has been contacted for necessary repairs. We will continue to follow up until resolved. 

   5. ARC Report 

      1. President Clay Rogers reported the following ARC approvals: 

         1. *** Chessington Cir. – Tree 

         2. *** Gresham Ct. – Tree 

         3. *** Chessington Cir. – Fence 

         4. *** Chessington Cir. – Driveway 

         5. *** Chessington Cir. – Tree 

         6. *** Carrington Ln. – Fence 

         7. *** Summercourt Dr. – Tree 

         8. *** Chessington Cir. – Porch curtain/signs 

         9. *** Glendle Dr. – Trees 

         10. *** Chessington Cir. – Fence & Shed 

         11. *** Islington Terrace – Painting home 

         12. *** Chessington Cir. – Pool 

   6. Secretary / Communications (Angela Woodruff) 

      1. Reminded members that the official community social media platform is accessible through the Association website; unofficial pages are not monitored. 

      2. Announced August Yard of the Month nominations closed today; nominations will be posted this week on our association's BCA Members & Residents page.  

5. Unfinished Business 

   1. Covenants & Restrictions Vote Results 

      1. Ballots Returned: 106 (required 163 to meet quorum). Fell 57 short. 

      2. Result: No changes filed; existing C&Rs remain in effect. 

      3. Voting Results: 

         1. Home Offices: Question 1 – 145 Yes / 38 No; Question 11 – 136 Yes / 47 No. 

         2. Above Ground Pools/Walls/Fences: Question 2 – 145 Yes / 38 No. 

         3. Boats & Recreational Vehicles (6-part question): 

         4. Q10-1: 135 Yes / 46 No 

         5. Q10-2: 122 Yes / 59 No 

         6. Q10-3: 152 Yes / 30 No 

         7. Q10-4: 138 Yes / 42 No 

         8. Q10-5: 146 Yes / 37 No 

         9. Q10-6: 148 Yes / 35 No 

         10. Chickens: 69 Yes / 114 No (failed). 

      4. All other measures had strong support but cannot be adopted without quorum. 

      5. Members expressed continued interest in change. Board may reissue ballots later in 2025 with chicken provision removed to attempt to meet quorum. 

      6. See attached results of the February 2025 Proposed Covenant Changes results (PDF). 

      7. If quorum is not reached in 2025, the current board intends to reintroduce changes next year. Our community support is growing. YOU WANT THE CHANGE, GET YOUR NEIGHBORS TO TURN IN THEIR BALLOTS TO MEET QUORUM. Takes support to be updated.  

   2. By-Laws Update 

      1. New bylaws recorded July 23, 2025. 

      2. Updates allow mailing ballots to homeowners and adding electronic response methods. 

6. New Business 

   1. Community Updates 

      1. Zoom Connectivity: Technical issue noted; Chessington was hit by lightning, causing temporary video outage during the meeting. Audio remained available. 

      2. Unsafe Structure (122 Bramwell): Hearing held July 8, property deemed unsafe; demolition order issued (60 days). Possible pending sale, but demolition expected soon. 

      3. Pump Station: Being re-coated; expected completion by Monday. Nearby residents notified. 

      4. County Repairs: Clay reported Chalcott and Harlesden repairs were completed after repeated community effort by the board and community calls. List of culverts and sidewalk repair requests submitted to county as well. 

   2. Motions 

      1. Motion to remove two tall bushes at the front entrance center island. Vote: Majority approved, 1 opposed. Outcome: Motion carried. Board authorized under Article 7 (Beautification). 

7. Member Comments / Open Forum 

   1. Request for yearly cleanout by fence, leaving intentional growth to deter trespassers at Chessington Cir and Morning Ln. 

   2. Concern about Association finances; member urged dues increase. Board will re-assess numbers and present a proposal in 2026. Member fears without raising dues the association will face bankruptcy in the near future. 

   3. Question about management company collections: advised that fines and collections are in process. 

   4. Question about above-ground pool at a home for sale: violation being handled by DRES. 

   5. Clarification requested about parking on grass: confirmed not prohibited in governing documents. 

   6. Concern about low community participation; suggestions included PR/outreach, neighbor-to-neighbor involvement. 

   7. Question about multiple Facebook pages: Board reiterated only official site is monitored; requested unofficial groups change names to avoid “Briarwood” to prevent legal costs. 

   8. Complaint about vehicles parked on streets and basketball hoops creating hazards. Board will contact residents and confirm applicable standards/county laws. 

8. Adjournment 

   1. Meeting adjourned at 7:55 PM.  

Attachments: 

• C&R Voting Results Summary (PDF) 

• Bylaws - Recorded 7/23/2025 (PDF)

Agenda

Tuesday, August 19 , 2025 | 7:00 PM – 8:00 PM 

Location: Summerville Church of Christ

• Call to Order 

• Guest Speaker 

  • Dorchester County Sheriff’s Department – Neighborhood Crime Watch 

• President’s Report 

  • Review of Covenant and Restriction Management through Dorchester Real Estate Services.  

• Treasurer’s Report 

  • Review of Financial Reports 

• Vice President’s Report 

  • Recap of Community Maintenance Projects 

• Secretary’s Report 

  • Review of ARC Submissions and Approvals 

  • Official Social Media Platforms 

  • Yard of the Month – Community Nominations Open 

• Open Forum 

  • Member Questions and Comments 

• Adjournment