December 17, 2024 BCA Community Meeting Agenda & Minutes

Meeting minutes have been added as of December 19, 2024.

Meeting Minutes

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

Roll Call

• President, Clay Rogers 

• Secretary, Angela Woodruff

• Sheri and Boyd with Dorchester Real Estate Services 

• Covenant & Restrictions Subcommittee members present are Patrick Ma, Anna Linder, Sarah Harrison  

• Webmaster/Zoom Mrs. Jessie Bradley Ma

• 90 community members attended in person and ~20 attended on Zoom

The following printouts were handed to the community residents in attendance:  

• 12/17/2024 Board Meeting Agenda  

• Briarwood BCA Quarterly Meeting September 17, 2024 Minutes 

• Briarwood Civic Association Balance Sheet as of December 31, 2023 

• Briarwood Civic Association Profit & Loss January through December 2023 

• Briarwood Civic Association Balance Sheet as of December 17, 2024 

• Briarwood Civic Association Profit & Loss January 1 through December 17, 2024 

• 2025 Operating Budget 

• 2025 Board of Director Election Ballot 

Reading and approval of last meeting minutes

• Secretary Angela Woodruff read the minutes from the September 17, 2024, meeting. Minutes were approved by those in attendance. 

President’s Update

Mr. Clay introduced himself as your Vice President acting interim President. Clay has been a member of the BCA board since 2023. Clay addressed the following points. 

• You have reports in front of you which provides information to verify all money is accounted for.  

• You will get a timeline for events regarding the covenants committee. You will be provided with the information on how we came to be doing business with Dorchester Real Estate Services.  

• An explanation of the events that transpired on October 5, 2024, with the resignation of Bob Weiss, simply a difference of opinions.  

• Clay stated we are not looking to defund or bankrupt the HOA or spend unnecessary money on anything without full approval or vote by the association members.  

• We are not looking to ruin the image of the BCA, we love this community, property values and the aesthetics of Briarwood. We could always use improvements, hence why our association needs to increase the dues.  

• We are in support of our community to have a vote for changes that the board cannot change itself.  

• The board is looking to do the right things, learn, gather, and get support of our community. 

• Cleared speculations regarding leadership position. Explained the team effort between Clay, Angela, the management company, the lawyers, the committee as well as other members volunteering countless hours. Clay advised entering into 2025 if elected, Clay nor Angela will be riding around looking for wrong doings. Clay suggested for communications to always start with Mrs. Sheri with DRES via email or telephone.  

Secretary’s Update 

Introduction and involvement since January 2024. Advised community members that they have been heard. Thanked Mrs. Jessie for bringing Zoom as an option for our meeting. 

Recapped minutes from previous meetings to clarify the process outlined for violations and the involvement of the management company. Minutes read from Jan 2024 regarding violation process. A community member requested Angela as board member to ask specific questions regarding Bob and Maryann Weiss’s involvement with fines. Notified association members the truth contradicted minutes and process outlined from the January meeting. Maryann and Bob Weiss had full involvement in issuing fines. They were not independently handled by DRES exclusively as stated in previous minutes and all conversations.  

As a result of the lack of truth to association members, Angela requested a Special Meeting on October 5, 2024, with the other board members. At the meeting, the completed Covenant and Restrictions Proposed Changes and a letter to stop the fines issued by Bob and Maryann were presented. The request was made to stop fines for proposed changes due to the lack of truth regarding their involvement of fines which contradicted what they had told the association members since Jan 2024.  

Provided information regarding previous webmaster not uploading documents as requested which resulted in confusion with the President’s Resignation instead, they were added as 2 separate Covenant Documents.  

Mentioned the concern from association members regarding not having access to community social media pages and official HOA business happening on them.  

Thanked Mr. Chris Thomas, Danny Evans and Ken Asaro for completing the required legal declarations for the time served under their leadership. Folders reflect the required audits and completion of all their work. Showed community member the files that are transferred from executive board to the next executive board. The files were empty for the year 2022 and 2023. Read minutes from September 20, 2022, reflecting By-Law changes that were never legally filed as per the Homeowners Association. Read minutes from November 2022 when Mr. Bob Weiss contracted Dorchester Real Estate Services to attain a reliable treasure after the resignation of Mrs. Dori Lovell. Asked the board members from 2022 to turn over all legal declarations for 2022 that are not represented in the files.  

Read two emails from association members regarding being harassed and targeted with violations from the previous President, Bob Weiss. Read a legal affidavit from a community member stating facts of prior board member Mr. Bob Weiss’s involvement with the attempt to engage in a physical altercation, verbal anger leading to concerns of the safety to others. Advised of a recent police report filed regarding the previous President who left voice messages at an association members work spreading lies and causing embarrassment to this member. Advise any member wishing to join the voluntary board that the title of HOA President does not entitle you to harass, personally target, attempt to ruin the reputation, lives or employment status of any of our members. You may not operate however you wish and read the laws you are governed to follow if you wish to be part of this voluntary board.

Presentation of Reports

Treasurer's Report

Explanation of why we did not have a treasurer. Explained Maryann Weiss has performed the duties of the treasurer as the liaison through Dorchester Real Estate Services. Every month on the 15th the financial reports have been reviewed and audited by Maryann who worked directly with Sheri to verify finances were accurate each month. Explanation of the requirement to have a Treasurer of our association to receive the reports and audit monthly. Treasure was added to the ballot to have a community member perform the required duties which will work with Dorchester Real Estate Services and perform a monthly audit on the 15th. The management company is NOT our treasurer, they pay all bills and are our management company. We are still required to have an elected Treasurer. Dorchester Real Estate started paying all bills as of January 2023. 

Committee Reports 

• Architectural Review: 10 submitted for trees, gutters, fences, roof, pod for moving, iron handrails 

• Welcome: 4 homes sold and 5 homes listed. 

• Newsletter and website management. Thank you to our association member and volunteer Mrs. Jessie Ma for bringing our community a modern updated means of communication through our website on behalf of our HOA.

Designated Management Company Introduction

Mr. Boyd Owens introduced himself as the owner of Dorchester Real Estate Services. He is the one who drives around our neighborhood issuing fines. If you call or email you will speak to Mrs. Sheri. Stated he is setting the record straight, we are not your treasure, we have never been your treasurer, we are nobody’s treasurer, we are not a board member, we have no authority in the community, we do not make any decisions in the community, ALL that power lies with the board and the homeowners. We work at the board’s discretion, we do what the board tells us to do within your bylaws, within the law and we will not do anything illegal. We will not do anything that violates your covenants, and we will do what your board asks us to do.  

Advised you should have received the 2023 Balance Sheet, 2023 Profit and Loss report, 2024 Balance Sheet, and 2024 Profit and Loss report. One thing he pointed out was the difference between 2023 and 2024 is your accounts receivables. As you can see, we’re positive $1,700 so last 2023 we were $13,700 of dues and arrears, this year for 2024 we’re down to $12,000 of dues and arrears so we are trending in the right direction. Boyd stated this is on par with every community he sees is right around the 10% to 15% mark. Went over the balance sheet to point out $21,559 in the operating account and $38,132 in the reserve account. Went over a negative $4400, that means we spent $4400 more than we brought in this year. If you look back to 2023 you will see, we were negative $4500. So, we are trending in the negative direction. The cushion of $59,000 we have will run out soon at the rate of negative $4500 per year.  

No need to panic right now but it is something to keep an eye on. Explained the monthly fee our association pays DRES for their services is $600 per month and we are in a contract through 2029.

Old Business

Covenant and Restriction presentation by Patrick Ma and Anna Linder  

Patrick Ma, a voluntary member of the Covenant and Restrictions Subcommittee presented a timeline since the group’s inception in March of 2024. Patrick asks community members to reach out to him, he will gladly give you his phone number to speak with you over the phone and/or will gladly meet you in person, at your home or his, to answer to your questions or concerns about the proposed changes on the ballot to the best of his ability. He was clear that he is here to listen and take feedback. He stated we aim to enhance living conditions while ensuring compliance and fairness to all our residents.  

A motion was made in January 2024 to form a covenants committee. That committee was formed in March. We started with 8 volunteers Michael Clarke, Walter Desmond, Sarah Harrison, Claire Jenkins, Mary Ann Snell, Maryann Weiss, Angela Woodruff and Patrick. Initial meeting March 23rd, second meeting was May 4. This committee was tasked with looking at the covenants, seeing what they wanted to change within. After that, they developed an initial ballot and distributed midyear, on June 1. There were a lot of vocalizations of displeasure and disagreement of the proposed changes.  

As a subcommittee we put a halt to all voting to hear the voices and concerns of our community. This added a 60-day comment period and a 30-day revisioning period and our committee believed it would be a good idea to host a town hall so we could communicate changes. After realigning the process, we had subcommittee changes adding Mirian Bumgarner and Anna Linder. The resigned members were Walter Desmond and Maryann Weiss. Explained that our subcommittee digitized all those comments into one document that is available on the BCA website. You can read through the comments people had.  

The process to receive the ballots back from the BCA attorney took a little longer than anticipated. We received them back on Nov. 27 which threw a wrench into the timeline for voting before the end of the year to have them filed by Jan 10 per the South Carolina HOA act. Patrick turned over to Anna Linder who explained there have been a lot of miscommunications and misunderstandings. Now that it has been confirmed that we can continue into 2025 and once the vote takes place they will immediately be enacted. We are just required to have them legally filed by Jan 10 of the following year. Anna said we want to slow down and postpone the voting until 2025.  

Anna went over and explained our voting system as a Plural Voting system. It was explained that each lot gets 2 votes. It is up to the homeowner to declare who’s going to vote when they register and renew yearly to the treasure or secretary. A motion was made and accepted to postpone the voting on the Covenants and Restrictions until next year. We wish to set up an individual meeting specifically regarding the proposed changes and once we have a date for a meeting, we will provide you with at least 10 days' notice.  

A question was asked if we will be reinstating fines for the existing covenants? It was confirmed by President Clay Rogers that fines will be fully reinstated effective January 2, 2025.  

Update on 122 Bramwell (Burned House)

Clay communicated with Mrs. Hopkins Chief Building Council. It was confirmed that they are working with the legal department to determine our next steps. It has been verified the taxes are up to date on the property. They are also trying to do title research. It is a very lengthy process, and one that our legal department takes the time to be sure all due process is followed. Prior to boarding up, repairing or demolishing a structure, notice must be given several different ways, as well as research or liens, mortgages, taxes, etc. We are continuing to work towards a resolution.  

Update on pump station on Glendale (next to the park)

If you aren’t familiar with this, it is our main pump return. We were told it is not their priority, and they will complete it at their convenience and will not cost us anything. It will be 3 sides with an access point so it can be serviced. It is coming, we were asked to have patience. 

Update on bus stops for school pick up within the neighborhood

Pictures are available for the school pick up of bus stops located within our neighborhood. Concerns were mentioned on posting this information publicly on our website. 

New Business

Voting for the 2025 Board of Directors for the BCA

Nominations are Clay for President, Anna Linder for Vice President, Mr. Chris Haltiwanger for Vice President. Mr. Chris stated he was a nominee for Vice President and wasn’t sure anyone was running. He has lived here for 18 years. He wanted to help on the board but doesn’t want to run against Anna, he wishes to change his nomination to run for Treasurer working alongside Mrs. Anna., and for Secretary the nomination is Mrs. Angela Woodruff. The floor was open for additional nominations. Mr. John Lovel nominated himself from the floor for the position of President. Mr. Ted Bird nominated himself for any position. 

A motion was made to accept the 4 nominations on the original ballot. This was an invalid motion as per our by-laws that allow nominations to be made from the floor.  

After all nominations came forward, handwritten ballots were completed by all in attendance and turned into Dorchester Real Estate Services who were to count all ballots and report back with the results. (Results were posted on the website December 18) 

• President – Clay Rogers and John Lovell 

• Vice President – Uncontested Anna Linder 

• Treasurer – Uncontested Chris Haltiwanger 

• Secretary – Uncontested Angela Woodruff 

Vote on the 2025 Budget

Review of the 2025 Budget motion was made to approve budget and agreed to by all in attendance. 

Voting to become an “Official Crime Watch Neighborhood” 

A motion was made and accepted by all in attendance to recognize the Briarwood Civic Association as an Official Dorchester County Sheriff’s Department Neighborhood Watch group providing our community with additional services for public safety.  

Community Questions

• Community member asked regarding the board hiring whomever they want and entering in long-term contracts. Prior President Mr. Chris Thomas wished to answer the question. He stated the truth of the matter is the board doesn’t have power at all to hire anyone in any type of contract except for utilities and maintenance of the grounds. Mr. Thomas acknowledged the excellent job the committee did together for the Covenants and redoing them. Mr. Thomas also explained to our community that we are required to have 2 things to operate our HOA, 1. A President and 2. A Treasurer.  

• Community member expressed great concerns over the admins on the social media pages. Requested the board or someone delegated by the board to be involved on the pages to allow all community members on them or make the admins change the name, so they are not representing Briarwood.  

The above meeting minutes have been formatted for the web. You may download the original PDF document here.

Agenda 

1. Call meeting to order 

2. Roll Call 

3. Reading and approval of last meeting minutes 

4. President update

5. Secretary update

6. Presentation of reports

   1. Treasurer reports  

   2. Committee reports   

      1. Architectural review 

      2. Welcome 

      3. Newsletter and website management 

         1. Thank you to our association member Mrs. Jessie Bradley Ma for her volunteer services to bring our community a modern updated means of communication through our website on behalf of our Homeowners Association. 

7. Designated Management Company present to provide community update. Welcome Mr. Boyd and Mrs. Sheri of Dorchester Real Estate Services 

8. Old Business 

   1. Covenant and Restriction presentation by Patrick Ma and Anna Linder. 

   2. Update on 122 Bramwell 

   3. Update on pump station on Glendale 

   4. Update on bus stops for school pick up within neighborhood 

9. New Business 

   1. Voting for 2025 Board of Directors for the Briarwood Civic Association.  

      1. President 

      2. Vice President 

      3. Treasurer 

      4. Secretary 

   2. Vote on the 2025 Budget 

   3. Voting for the services of the Dorchester Country Sheriff’s Department to recognize the Briarwood Subdivision as an Official Neighborhood Crime Watch group providing our community with additional services for public safety to our community.  

   4. Questions (Will go in order based on sign in sheet) 

10. Adjourn Meeting 

Rules of Engagement: 

Community involvement is what makes our neighborhood great! We ask that everyone be courteous and respectful of each other. 

• Questions/Comments: Community members who wish to ask questions should add their questions to the question sheet upon entering the meeting. Participants on Zoom may send questions via Zoom chat. Questions/Comments will be limited to 2 minutes per person to keep the meeting to a reasonable length. 

• Board Vote: Paper ballots will be distributed. Nominees will have 1 minute each to address the community before voting. Following the vote, ballots will be collected and counted along with absentee ballots by DRES. 

• Voting on Zoom: Community members attending via Zoom may vote for 9.b., 9.c., or any motions made during the meeting using the poll feature – confirmed with DRES and an attorney. They may NOT vote during the board election – absentee ballots must be submitted ahead of time.