July 21, 2026 BCA Community Meeting Agenda & Minutes
- Jul 15
- 13 min read
Updated: 6 days ago
Meeting Minutes
Briarwood Civic Association
Membership Meeting Minutes
Tuesday, July 21, 2026 7:00 PM Summerville Church of Christ
Call to Order
Vice President Jimmy Allen, serving as the presiding officer for the meeting, called the Annual Membership Meeting to order at 7:00 PM.
Roll Call
Board members in attendance included:
Jimmy Allen – Vice President (Presiding)
Chris Haltiwanger – Treasurer
Angela Woodruff – Secretary
President Clay Rogers was not physically present at the meeting but joined for part of the meeting via Zoom.
Order of Business
Vice President Allen informed the membership that the order of the agenda would be adjusted to begin with the membership vote on the proposed By-Law amendments, recognizing that the primary purpose of the meeting was to conduct the vote on the three proposals presented to the membership.
By-Law Voting Procedures
Proxy Voting
Members present were asked whether anyone was attending and holding another member's voting proxy.
No members acknowledged possessing a proxy ballot or voting proxy at the meeting.
Absentee Ballots
The membership was reminded that absentee ballots had been accepted only through the Board-approved submission methods and were required to be received no later than 6:45 PM, fifteen (15) minutes prior to the meeting.
Approved submission methods included:
Treasurer Chris Haltiwanger's residence
Secretary Angela Woodruff's residence
One of the two approved Association email addresses
Mail delivered to the Association's management company before the deadline
In-Person Ballots
It was explained the procedures for members attending the meeting in person.
Every eligible member present received an in-person ballot.
Members who had previously submitted an absentee ballot were still issued an in-person ballot.
The in-person ballot served as the member's official vote for the meeting.
If the in-person ballot differed from the previously submitted absentee ballot, the in-person ballot would supersede the absentee ballot.
The absentee ballot would be attached to the in-person ballot for recordkeeping purposes.
Voting Information Provided
Copies of the following documents were placed on each table for members to review during the voting process:
Proposal 1 – Board Election Restructuring
Proposal 2 – Committee Structure Modernization
Proposal 3 – One-Time Annual Dues Adjustment
Pro Forma Budget Analysis explaining the financial need for the proposed dues increase
It was explained that the combination of members present together with absentee ballots received by the established deadline would constitute the quorum required to conduct the membership vote in accordance with the Association's By-Laws.
Members were also reminded that a single-property owner was entitled to two votes in accordance with the governing documents. Ballots were distributed and collected on-site following completion.
Grounds Maintenance Bid Update
Vice President Allen resumed the posted meeting agenda by providing an update regarding the Association's grounds maintenance contract and the ongoing bidding process for future services.
Current Bidding Process
The membership was informed that:
Three landscaping proposals had initially been received.
An additional proposal was later submitted, increasing the total number of proposals to four.
One contractor subsequently withdrew from the bidding process.
As a result, three active proposals remained under consideration.
Vice President Allen reminded members that the Board had previously invited homeowners to submit additional contractor recommendations or proposals for consideration.
Members were asked if anyone wished to present an additional proposal during the meeting. No additional proposals were submitted.
Lowest Proposal Received
Vice President Allen reported that:
The lowest current proposal totaled $855 per month.
The annual contract amount would be $10,260.
This proposal was $45 per month less than the previous lowest bid received.
He further explained that all contractors were provided with the same specifications to ensure proposals could be compared fairly. The requested scope of work included:
Weekly mowing during the growing season
Weed maintenance throughout common areas
Pine straw and/or mulch installation
Services performed under identical bid specifications
Future Action
The Board explained that:
If Proposal 3 (One-Time Annual Dues Adjustment) is approved by the membership, the Board intends to enter into one of the proposed landscape contracts beginning in 2027.
If Proposal 3 is not approved, the Board will continue operating within the current budget, reassess service levels, and obtain additional proposals as necessary.
County Infrastructure Update
Vice President Allen provided an update regarding several infrastructure concerns that have been reported to Dorchester County.
Chessington Sidewalk & Culvert
Members were informed that a complaint had been submitted regarding the sidewalk located between 101 and 103 Chessington Circle.
The reported issue includes:
An approximately 23-inch-deep sinkhole measuring roughly 3 feet in length adjacent to the sidewalk.
Soil erosion occurring beneath the culvert structure.
The concern has been reported to Dorchester County for evaluation and repair.
The Board will continue following up with the County until repairs are completed.
Sidewalk Damage
Vice President Allen also reported that he has continued requesting repairs to a separate section of sidewalk that was damaged approximately two years ago when county equipment performed ditch maintenance in the area.
Although the concern has been reported multiple times, repairs have not yet been completed. The Board stated it will continue communicating with Dorchester County regarding the issue.
Park Improvements & Common Area Maintenance
Vice President Jimmy Allen provided an update on recent maintenance and improvement efforts completed within the Association's park and common areas.
Park Maintenance
Vice President Allen reported that he recently completed bush hogging throughout the park to improve the appearance and accessibility of the common area.
He also explained that, after speaking with nearby residents, he proceeded with clearing sections of the bamboo growth surrounding the park. The work was completed to open the area, improve visibility, and enhance the overall appearance of the property.
Vice President Allen noted that the area owned by Commission of Public Works (CPW) was intentionally not disturbed, as it is outside the Association's maintenance responsibility. He stated that his efforts were focused solely on improving the Association's common property and that additional cleanup efforts would continue as time and resources allow.
Irrigation System at the Community Entrance
A member asked about the operation of the irrigation system located at the front entrance of the neighborhood.
It was confirmed that the water service is operational and that access is available through the water spigot located behind the entrance wall.
Community volunteer Tom Beauchemin provided additional information
regarding the irrigation system. He explained that he has previously assisted with repairs and maintenance of the entrance irrigation.
Mr. Beauchemin advised the membership that:
Portions of the irrigation system require repairs and rerouting.
The brick center wall was constructed over two sections of the systems existing sprinkler heads.
In the past, activating that portion of the system caused water to discharge underground rather than through the sprinkler heads, resulting in an unusually high water bill for the Association.
Additional repairs will be necessary before the entire irrigation system can be safely returned to full operation.
Covenant Enforcement Report
Vice President Allen stated that members had requested greater transparency regarding covenant enforcement activities and, in response, summarized the services being performed by Dorchester Real Estate Services.
Covenant Inspection Services
The Board explained:
Since January 2026, Dorchester Real Estate Services has conducted two covenant inspections each month.
Covenant inspections are completed independently by the management company.
No Board members accompany the management company during inspections.
Board members do not influence inspection results, target properties, or participate in determining violations.
Covenant Inspection Activity
Inspection notices issued during 2026 were reported as follows:
Month | Notices Issued |
January | 33 |
February | 22 |
March | 30 |
April | 18 |
May | 33 |
June (first inspection reported) | 30 |
Common violation categories included:
Trailers
Campers
Boats
Inoperable vehicles
General yard maintenance
Lawn edging
Fencing
Architectural roofing violations
The Board advised that a printed spreadsheet was available for members wishing to review the inspection data. Homeowner addresses had been redacted to protect member privacy.
Treasurer's Report
Treasurer Chris Haltiwanger presented the Association's financial reports for May 2026 and June 2026. Copies of the reports were provided to members present for review.
Financial Reports Presented
The following reports were distributed to the membership:
Profit & Loss Report – May 2026
Profit & Loss Report – June 2026
Balance Sheet – May 31, 2026
Balance Sheet – June 30, 2026
Delinquent Account Summary
Treasurer Haltiwanger provided an overview of the Association's current delinquent accounts.
Current delinquency totals included:
Account Status | Total |
Homes currently owing 2026 annual dues | 7 |
Homes with balances between $200–$400 (approximately two years of dues and late fees) | 10 |
Homes with balances exceeding $400 (three or more years of dues, late fees, and/or violations) | 13 |
Properties with recorded liens | 7 |
Collection Policy
Treasurer Haltiwanger explained the Board's current philosophy regarding the collection of delinquent assessments.
The Board advised the membership that:
The Association is not pursuing foreclosures as a collection method.
The Board supports filing liens on delinquent properties when appropriate to protect the Association's financial interests.
Liens are generally not filed until a property has been delinquent for approximately one year.
During that time, homeowners are provided multiple opportunities to communicate with the Association and establish payment arrangements.
Collection notices are mailed throughout the process in an effort to resolve delinquent accounts before legal action becomes necessary.
Collection Efforts
An example demonstrating the effectiveness of the Association's collection efforts.
It was reported that:
At the beginning of the month(July), 19 homes had outstanding annual assessments.
Following the mailing of reminder notices, the number of delinquent accounts had been reduced to 7 homes.
The Board stated that these results demonstrated that consistent communication and mailed notices are effective tools for encouraging homeowners to bring their accounts current.
Secretary's Report
Secretary Angela Woodruff presented the Secretary's Report and provided updates regarding upcoming community events and Association communications.
Community Bingo Events
Members were reminded of the upcoming community Bingo events scheduled for:
Wednesday, August 26, 2026
Friday, October 9, 2026
Both events will be held from 10:00 AM until 12:00 PM in the fellowship hall of the Summerville Church of Christ.
Secretary Woodruff announced that, in place of traditional gift cards, prizes would feature donated community items such as:
Homemade sourdough bread
Angel food cakes
Pastries
Local honey
Other baked goods donated by community members
Members were encouraged to attend and participate. The event information will be published through:
The Briarwood newsletter
The Association website
The community entrance sign
Association Communications
Secretary Woodruff encouraged members to subscribe to the Association's electronic newsletter through the Association website at www.briarwoodsc.org to remain informed about community news and upcoming events.
Special appreciation was extended to Jessie Ma for her continued work managing the Association's website, electronic newsletters, and Zoom meeting services, allowing members unable to attend meetings in person to remain informed and engaged.
Secretary Woodruff also thanked the members who regularly participate through Zoom.
Briarwood Home Listings
The current homes listed for sale within the community were announced:
Address | Listing Price |
413 Summercourt Drive | $395,000 |
122 Bramwell | $425,000 |
During member discussion, it was noted that 130 Bramwell had recently been relisted after the previous listing had been removed. The listing information will be updated accordingly. Additionally, the address of 403 Chessington Cir a sign for the sale of the home was just being place up this evening.
Open Discussion to the Membership
Member Question – Future Dues Increases
A member asked whether the Board intended to ask the membership to vote on a dues increase every year.
Board Response
The Board explained:
Every duly elected Board has a fiduciary responsibility to evaluate the financial condition of the Association each year.
If necessary to fulfill its responsibility to maintain the common areas and protect the Association's financial stability, a future Board has the authority to present a proposed dues adjustment to the membership for consideration.
The Board further explained that if Proposal 3 is approved, the projected budget indicates that the Association should be financially sustainable for the foreseeable future without the need for recurring annual dues increase proposals.
Member Questions & Discussion – Delinquent Assessments
Door-to-Door Collections
A member asked why Board members do not personally visit homeowners to collect delinquent assessments.
Board Response
The Board explained that it does not conduct door-to-door collection efforts for several reasons:
Board members' safety is a priority.
Homeowners have been provided multiple written notices and opportunities to respond before a lien is considered.
Personal collection visits could create unnecessary conflict or confrontation.
Members are encouraged to communicate with the management company or Board to establish payment arrangements before additional collection actions become necessary.
Timing of Liens
A former Board Treasurer commented that liens had previously been filed immediately after delinquent accounts occurred.
Board Response
The current Board explained that it has adopted a different approach to collections.
The Board believes homeowners should first be given reasonable time to:
Receive multiple collection notices.
Communicate with the Association.
Establish payment arrangements when financial hardships exist.
Treasurer Haltiwanger stated that the current Board believes allowing approximately one year before filing a lien provides an appropriate balance between protecting the Association's financial interests and allowing homeowners a fair opportunity to become current on their accounts.
Member Comments
Several members shared their perspectives regarding the Association's collection practices.
One member expressed support for the Board's approach, stating that allowing homeowners an opportunity to communicate before filing a lien demonstrated fairness and consideration for members experiencing temporary financial hardships.
Another member recalled that previous Boards had often communicated directly with homeowners before pursuing liens, noting that many residents had experienced circumstances such as job loss or automobile accidents that affected their ability to pay assessments. The member felt that communication and reasonable flexibility had benefited both homeowners and the Association.
Outstanding Receivables
A member expressed concern regarding the Association's outstanding receivable balance, noting that approximately $19,905 remained owed to the Association.
The member questioned how the Association ultimately collects delinquent assessments from homeowners after liens have been filed if payment is still not received.
Board Response
The Board explained that:
Collection notices continue to be mailed throughout the collection process.
Applicable late fees continue to accrue in accordance with Association policies.
Liens are filed after approximately one year of delinquency when communication and collection efforts have not resolved the outstanding balance.
The Board remains committed to protecting the Association's financial interests while providing homeowners every reasonable opportunity to become current before legal remedies are pursued.
Board Philosophy
During the discussion, the Board reiterated its commitment to balancing responsible financial management with fairness toward homeowners.
The Board stated that:
The Association will continue sending collection notices and offering opportunities for homeowners to communicate regarding payment arrangements.
Liens will continue to be used as a collection tool when appropriate after sufficient notice and opportunity for communication have been provided.
The Board believes this approach protects both the Association's financial stability and the interests of its members.
Members interested in serving the Association or pursuing alternative approaches to Association governance were encouraged to participate in the upcoming Board nomination process in accordance with the Association's By-Laws. Nominations for Board positions will open in September.
Member Discussion
Member reminded members that, to ensure everyone's comments could be heard accurately and recorded appropriately, members should raise their hands and be recognized before speaking. She encouraged respectful discussion and noted that while differing opinions are welcome, members are encouraged to offer constructive solutions in addition to concerns.
Collection Policy Discussion
During the discussion regarding delinquent assessments, one member suggested that if homeowners believed the current one-year period before filing liens was too long, members could propose an alternative timeframe, such as six months, for future Board consideration.
Another member stated that he believed allowing approximately one year before filing liens was a fair and reasonable approach. He commented that the Board's current policy demonstrated consideration toward homeowners while still protecting the Association's financial interests.
Member Comments Regarding Communication
A member shared a personal experience involving a covenant violation from a few years ago.
The member explained that an item had remained on his property for many years before receiving repeated violation notices that ultimately resulted in accumulated fines. He stated that while he had communicated with the management company regarding the matter, he felt communication with the Board at that time had been limited and that he was unable to fully discuss the issue during a previous membership meeting, during that year. The matter was eventually resolved after payment of a reduced settlement.
The member concluded by expressing appreciation for the efforts of the current Board, stating that he had observed increased transparency, communication, and volunteer involvement during the past year and wished to thank the current Board for its service to the community.
Member expresses gratitude to all volunteers
A member expressed appreciation to the volunteers who have spent time maintaining the community entrance by trimming vegetation, weeding flower beds, and improving the appearance of the common areas.
A nice thank you was expressed to all volunteers for their continued dedication and willingness to serve the community.
Motion Regarding the Office of President
During New Business, a member addressed the Board regarding the continued absence of the Association President from in-person meetings.
The member acknowledged awareness of the President's personal circumstances but expressed concern that the position of President requires an active presence and participation in Association meetings. The member stated that, in her opinion, the Board should consider whether the President intends to continue serving in the position or whether the membership should be given the opportunity to elect a replacement.
The member made a motion requesting that the Board initiate the appropriate process outlined in the Association's By-Laws to determine whether the President should remain in office.
Association member Jessie Bradley Ma reviewed the applicable By-Law provisions and explained that the process would require a hearing before any special election could be considered.
Motion
Motion: To initiate the procedures required under the Association's By-Laws to conduct a hearing regarding the President's continued service, with any subsequent actions to follow the governing documents.
Second: The motion received a second from the membership.
Board Response: Acknowledged the motion and stated that the Board would follow the notification and procedural requirements established by the Association's By-Laws before taking any further action.
Ballot Certification Process
A member asked how the ballots would be counted following the meeting.
The Board explained that the ballot counting process would follow the same procedures used during the previous year's election.
The official ballot certification would take place on Wednesday, July 22, 2026, with the participation of:
Members of the Board of Directors
Committee members serving as witnesses
A notary public to witness and notarize the certification documents
Damaged Homes and Covenant Enforcement
A member expressed concern regarding homes within the community that have experienced significant storm or fire damage and questioned whether covenant enforcement continued while repairs remained incomplete.
The member noted concerns about prolonged exterior damage, including temporary roof coverings, and emphasized the importance of maintaining neighborhood appearance while recognizing that homeowners may experience unforeseen hardships.
Board Response
The Board explained that the referenced homeowner has remained in communication with both the Association's management company and the Board throughout the repair process.
The Board further stated that:
The homeowner is actively working through insurance claims and legal matters associated with the property damage.
Necessary repairs have been completed to restore the home to a habitable condition while insurance and legal matters related to the roof remain unresolved.
The Board continues to monitor the situation while recognizing that homeowners experiencing circumstances beyond their control should be treated fairly and consistently with the Association's governing documents.
The Board emphasized that covenant enforcement responsibilities continue, but each situation is evaluated based on its individual circumstances and the communication received from the homeowner.
Annual Audit Discussion
A member reminded the Board that the Association has historically conducted an annual financial audit performed and certified by two non-Board members. The member also noted that an audit has traditionally been completed whenever there is a change in Board membership.
Board Response
The Board acknowledged the recommendation and agreed that if there is a change in Board membership, an audit will be completed in accordance with the Association's established practice.
The Board also confirmed that, as in previous years, the annual audit report will be presented to the membership upon completion.
There were no future questions or comments, and the meeting was adjourned.
Tuesday, July 21, 2026, at 7:00 PM
Agenda
Call to Order
President’s Report
Review of Dorchester Real Estate Services covenant scope of work.
Treasurer’s Report
Review of Financial Reports
Vice President’s Report
Present all BID proposals to the membership for the 2027 Ground Maintenance Contract Proposal
Grounds maintenance updates.
Secretary’s Report
Reminder that community newsletters can be obtained by signing up for newsletters through our website at www.briarwoodsc.org. Additionally, the social platform can be accessed the same way.
Advise community of upcoming Bingo Dates.
Governance Modernization Proposal By-law vote.
All members present will receive ballots to cast their vote for the three proposals in person.
Proposal 1. Board Election Restructuring
Proposal 2. Committee Structure Modernization
Proposal 3. One-Time Annual Dues Adjustment
Open Forum
Member Questions and Comments
Adjournment
