December 16, 2025 BCA Community Meeting Agenda & Minutes
- Dec 13, 2025
- 5 min read
Updated: Jan 15
Meeting Minutes
Briarwood Civic Association (BCA)
HOA Membership Meeting Minutes
Date: Tuesday, January 16, 2025Time: 7:00 PMLocation: Summerville Church of Christ
Roll Call – Board Members Present
President: Clay Rogers
Vice President: Jimmie Allen
Treasurer: Chris Haltiwanger
Secretary: Angela Woodruff
Also present: Mrs. Sheri, Dorchester Real Estate Services (Management Company)
Call to Order
President Clay Rogers called the meeting to order and welcomed Mrs. Sheri of Dorchester Real Estate Services.
Management & Financial Reports
Mrs. Sheri reviewed the following reports with the membership:
Balance Sheet as of December 31, 2024
Profit & Loss Report January–December 2024
Balance Sheet as of December 16, 2025
Profit & Loss Report January 1–December 16, 2025
Mrs. Sheri explained that the negative amounts shown on the Profit & Loss statements reflect expenses exceeding income, not a negative bank balance. The association has not had a negative account balance; rather, spending has exceeded revenue, which is why the Board previously attempted to raise dues.
She further explained that the reports show the association spent less in 2025 than in 2024 relative to income.
Member Questions & Discussion – Financials
A community member asked about ending balances for 2024 and beginning balances for 2025. Mrs. Sheri explained that the Balance Sheet as of December 31, 2024, reflects the exact amounts that carried into 2025.
A question was raised regarding outstanding bills at month-end. Mrs. Sheri confirmed that the CPW water bill would be paid online Friday December 19.
A community member asked about the 2026 budget notation stating “no budget for community engagement activities.” President Rogers explained that this would be discussed later in the agenda. Treasurer Haltiwanger and President Rogers clarified that there are currently insufficient funds for engagement activities without drawing from reserves, and that a dues increase would be necessary to budget for such activities without using reserve funds.
A question was raised regarding a large difference in the “Customer Balance” between September 2024 and the current report. Mrs. Sheri explained that this balance includes fines, late fees, delinquent dues, and legal fees. It was agreed that 2024, records would be reviewed for clarification. President Rogers noted that some late fees were waived, payment arrangements were made and committed to providing a more detailed breakdown.
A member asked whether renters pay membership dues. Mrs. Sheri clarified that dues are the responsibility of the homeowner, regardless of whether the property is rented.
There were no further questions for Mrs. Sheri at this time.
Treasurer’s Report & Audit
President Clay reported that the Treasurer Chris Haltiwanger turned over the financial reports to be audited by two independent community members:
Mr. Ernest Ramsey (Chessington)
Mr. Fred Alexander (Anstead)
Although originally scheduled for completion in November, the audit was finalized in December. The auditors did have questions that were clarified and found the records to be accurate and complete after thorough review and cross-referencing. The completed audit was presented to the membership.
Members wishing to review the financial records may do so by appointment, with the understanding that the records contain private member information.
Vice President Report – Maintenance & Lighting
Vice President Jimmie Allen reported:
A fallen tree in the park affected lighting, causing intermittent issues. The problem has been reported for maintenance.
The association currently pays $100 per week ($400 per month) for park and entrance maintenance.
Mulch has not been applied at the entrance in over six months, and erosion is visible. Improvements are limited due to funding constraints.
President Rogers added that additional lighting at the front entrance was requested over two months ago and remains an open work order.
Secretary’s Report – Communications & Community Event
Secretary Angela Woodruff advised that:
All Board information will be posted on the association website and shared through the members-only social platform.
Members are encouraged to sign up for the monthly digital newsletter. Printed newsletters were quoted at approximately $400, compared to $45 per month for the current digital format.
Angela also recognized and thanked Mr. James Johnson for serving as Santa during the recent neighborhood holiday event, along with those who donated and supported the event.
Landscaping Volunteer Offer
A community member volunteered to trim bushes at the front entrance and requested guidance on height. It was noted that:
Mr. Ted previously trimmed tall bushes and is offering to assist again.
Bushes on the hill and bank areas need trimming.
Law Enforcement Update
Sgt. Kam, Dorchester Real Estate Services, arrived mid-meeting and reported no active community issues. Residents were advised to continue locking vehicles due to seasonal “handle-pulling” incidents.
A question was raised regarding Halloween night doorbell incidents. Sgt. Kam stated he worked that evening and did not recall any such call.
Open Forum – Community Concerns
A concern was raised about a light pole at the rear entrance outside the community that remains on 24/7.
President Rogers opened the floor for Board nominations. No nominations were made.
Final call was made for completed ballots. Members without ballots were directed to Secretary Woodruff. Mrs. Sheri was responsible for counting and certifying results. Each property is entitled to two votes, as each address holds two memberships.
A member asked whether candidates must be present to run. President Rogers clarified that the bylaws do not require candidates to be present at the meeting.
Proxy & Renter Voting Discussion
A question was raised regarding renter voting and verification of homeowner proxies. It was explained that proxies are not notarized and that notices and forms are mailed to the homeowner’s address on file. The Board acknowledged this as a valid concern and noted it may be addressed in future bylaw revisions, potentially requiring notarized authorization from homeowners.
Safety & Youth Activity Concerns
Concerns were raised regarding:
Basketball court in the roadway at 103 Glendale Dr
Dirt bikes, go-carts, and quad activity in and near the park
Treasurer Haltiwanger noted witnessing law enforcement interactions with youth riders. The Board stated that notices can be issued to the associated addresses and emphasized parental responsibility. Safety reminders included helmets, lighting, visibility, adherence to traffic laws, and avoiding riding after dark.
Roads & Infrastructure
A member referenced prior statements that roads would be repaved. The Board advised that continued we can continue to make requests for the upgrades to the roads however the final decisions rest with the appropriate authorities.
2026 Budget Review
The proposed 2026 Financial Budget was reviewed.
A community member suggested obtaining additional insurance quotes and conducting due diligence regarding Dominion Energy charges for five light poles in the park.
Solar lighting options were suggested.
With no further questions, the 2026 Budget was unanimously approved, with no opposing votes.
Closing Remarks
President Rogers thanked the community for the opportunity to serve and expressed his support for term limits, stating his willingness to serve in another role if desired. He extended thanks to:
Secretary Angela Woodruff for her detailed recordkeeping and communication
Treasurer Chris Haltiwanger for financial stewardship
Vice President Jimmie Allen for his service and contributions
Mrs. Jessie Ma, Webmaster, for her outstanding volunteer work and website upgrades, emails and support at no cost to the association
Adjournment
The meeting was adjourned following completion of all agenda items.
Agenda
Briarwood Civic Association
Membership Meeting Agenda
Tuesday, December 16, 2025 | 7:00 PM – 7:45 PM
Location: Summerville Church of Christ
Call to Order
Guest Speaker
Dorchester County Sheriff’s Department – Neighborhood Crime Watch
President’s Report
Welcome Mr. Boyd and Mrs. Sheri from Dorchester Real Estate Services for review of the Covenants and Restrictions Management.
Review of ARC Submission and Approvals
Treasurer’s Report
Review of Financial Reports
Present the 2026 Operating Budget Report for approval and vote.
Vice President’s Report
Recap of Community Maintenance Projects
Secretary’s Report
Official Social Media Platform.
BCA Boad of Directors Election
BCA Bylaws Article IV, Section 4, Elections, section b, allows for nominations to be made from the floor by any member of the association at the annual meeting. Open the floor for 2026 Board of Director Nominations.
Distribute and collect ALL paper ballots from the Official 2026 Election Ballot Packets.
Adjournment