March 17, 2026 BCA Community Meeting Agenda & Minutes

Meeting Minutes

Briarwood Civic Association 

Membership Meeting Minutes 

Tuesday, March 17, 2026 | 7:00 PM – 7:45 PM Location: Summerville Church of Christ 

Call to Order 

The meeting was called to order by President Clay Rogers. 

Board of Directors Present: 

Clay Rogers, President 

Jimmy Allen, Vice President 

Chris Haltiwanger, Treasurer 

Angela Woodruff, Secretary 

President’s Report 

President Rogers advised that ballots for the proposed Covenant & Restriction amendments have been mailed to all members. Ballots are due by March 31, 2026. 

Membership Questions & Discussion: 

• Ballot Changes: Members asked who made updates from last year’s ballot. The Board explained that minor wording revisions were made for clarity, including simplifying livestock language to align with Dorchester County regulations, which prohibit livestock such as cows, goats, and horses in residential zones. 

• It was explained that if violations are reported, the Association may issue notice letters and coordinate with Dorchester County Code Enforcement when applicable. 

• Business Signs & Work Vehicles: Questions were raised regarding yard signs and company logos on vehicles. The Board clarified that these items are included in the current ballot for community vote. 

• Participation & Quorum: It was noted that only 109 homes participated in last year’s vote, which was insufficient to reach quorum. Members were reminded that no changes can be made without adequate community participation, regardless of support or opposition. 

• Future Voting: A member asked how often these changes will be presented. The Board explained that each elected Board may bring proposed updates forward; however, changes can only be adopted through member voting. 

• The Board emphasized that the community—not the Board—ultimately determines whether changes are adopted through participation. 

Covenant Enforcement Overview 

The Board confirmed that covenant enforcement is currently managed by a third-party company, Dorchester Real Estate Services, which conducts community inspections twice monthly. 

Members were advised to report violations directly to the management company. 

The Board stated that enforcement priorities currently focus on: 

• Safety concerns 

• Nuisance issues 

• Property maintenance 

It was noted that certain provisions in the governing documents have not been actively enforced where they do not present community impact. The Board stated this approach has been applied consistently and in good faith. 

Treasurer’s Report 

Financial reports were made available to members in attendance, including: 

• Balance Sheet (January 31, 2026) 

• Balance Sheet (February 28, 2026) 

• Profit & Loss (January 2026) 

• Profit & Loss (February 2026) 

• Ballot Printing Cost: $1,248.15 

Member Questions: 

• A member inquired about unpaid dues. The Board advised that specific account information was not available at the meeting and directed members to contact the management company for details. 

• Additional discussion occurred regarding communication with the management company. Several members stated they have successfully obtained information when contacting the company directly. 

Vice President’s Report 

Vice President Jimmy Allen presented the grounds maintenance contract proposal, outlining: 

• Weekly maintenance (front entrance and park) 

• Quarterly maintenance (rear entrance posts) 

A copy of the proposal was circulated for review. 

County Updates: 

• Stop Line Markings: Dorchester County does not install painted stop bars on local roads due to reliance on stop signs and funding limitations. 

• Street Signage: The County is updating policies to expand installation of intersection street signs but has not provided a timeline. 

• Road Conditions & Resurfacing: A pavement condition report was shared, indicating areas rated “poor” and “very poor.” Improvements are projected within 2–3 years. 

• Members were encouraged to report potholes and short-term repair needs directly to the County and if you wish you may report to the association at contact@briarwoodsc.org 

• Community Suggestion: A community member suggested that if enough residents attend a local Town Council meeting, one representative may speak for up to three minutes on behalf of the neighborhood and present a petition requesting pavement improvements. It was noted that this approach could potentially help prioritize the community’s needs sooner. 

Community Volunteer Effort: 

Approval has been obtained from a property owner at the front entrance to trim vegetation for improved visibility. Mr. Allen will coordinate volunteer efforts and invited community participation. 

Secretary’s Report 

• Members were encouraged to sign up for the monthly newsletter at Briarwoodsc.org. 

• Instructions were provided for joining the official Briarwood Facebook group, including completion of membership questions and agreement to group rules. 

Announcements: 

• Park reserved for a private event: April 19, 2026 (12:00 PM – 4:00 PM) 

• Briarwood Fair at the Park: June 13, 2026 

• Members interested in participating should contact the Association 

• Upcoming Dues Proposal: The Board will present a proposed dues increase at the July membership meeting. 

• Voting will occur via paper ballot 

• Proxy and absentee ballot options will be available on the Association website for members to print and submit their ballots. This approach is intended to reduce Association costs related to printing and postage. 

• Paper ballots will also be provided to members in attendance at the July meeting 

Open Forum 

• A member encouraged greater community involvement in reporting covenant violations and noted financial limitations in pursuing enforcement actions. 

• Discussion included potential future consideration of increased fines for repeat violations as a deterrent. 

• A member referenced the Board’s fiduciary duty to enforce covenants. 

• The Board reiterated that enforcement is conducted through the management company and that oversight is performed in accordance with governing documents. 

• The governing documents state the Board “may” enforce or fine, which provides discretion. 

• The Board stated its approach is intended to be reasonable, consistent, and in the best interest of the community. 

• Members were advised that complaints regarding the Board may be directed to the South Carolina Department of Consumer Affairs. 

• President Rogers asked if there were any additional questions from the membership. There were none. He then thanked the Briarwood community for its support and shared that he has thoroughly enjoyed being part of the neighborhood. Due to unforeseen circumstances, he is in the process of placing his home on the market. He stated that he will remain an active volunteer community member and continue serving as President of the Association until a closing date is confirmed, at which time he will submit his formal resignation. The Board will then follow the Association’s By-Laws and provide all required notices. 

Adjournment 

The meeting was adjourned at approximately 7:55 PM. 

Agenda

1. Call to Order 

2. President’s Report 

   1. Ballots have been mailed to the membership for Covenant and Restriction changes. Ballots due back by March 31. 

3. Treasurer’s Report 

   1. Review of Financial Reports 

4. Vice President’s Report 

   1. Present to membership BOD 2027 Ground Maintenance Contract Proposal 

5. Secretary’s Report 

   1. Emailed monthly community newsletter (sign up at Briarwoodsc.org) & Official Social Media Facebook Platform for members and residence who live in Briarwood. 

6. Open Forum 

   1. Member Questions and Comments 

7. Adjournment