May 19, 2026 BCA Community Meeting Agenda & Minutes
- May 15
- 5 min read
Meeting Minutes
Date: May 19, 2026
Time: 7:00 PM – 8:00 PM
Location: Summerville Church of Christ
Board Members Present
Vice President – Jimmy Allen
Treasurer – Chris Haltiwanger
Secretary – Angela Woodruff
Treasurer’s Report
Out of 326 homes within the Association, dues have not been received from 25 homes. Due to accrued late fees, the balance owed by those homeowners is currently $120 per property.
A community member asked whether any homeowners owed dues from prior years. The Board advised that an exact breakdown was not available at this time but would be researched and presented at the next meeting.
Copies of the March and April Profit & Loss Reports and March and April Balance Sheets were made available to members in attendance. Chris reviewed the reports and discussed normal operating expenses, including landscaping, utilities, and annual insurance costs. It was also noted that May 2026 would be the final payment of the $264.96 monthly MC Contract Agreement obligation for the fence surrounding the pump station located on Glendale Road across from the park.
Chris also reported that quorum was not achieved for the recent proposed Covenant & Restrictions amendments, with only 77 homes participating in the vote. Due to the lack of quorum, the Board will not pursue the proposed amendments further. Members were advised that future amendment proposals may still be pursued through a petition process requiring signatures representing at least 51% of the membership.
The Board reviewed the total costs associated with the Covenant & Restrictions amendment efforts from 2024–2026 as follows:
May 17, 2024 – Ballot Printing (Pre-Attorney Review): $1,163.80
November 12, 2024 – Attorney Invoice: $1,425.00
November 12, 2024 – Attorney Invoice: $1,000.00
February 19, 2025 – Ballot Printing: $823.55
February 23, 2026 – Ballot Printing: $1,248.16
February 25, 2026 – Postage and Ballot Mailing: $1,014.00
The total cost incurred from 2024–2026 was reported as $6,674.51. Attorney-related expenses were incurred only during the initial 2024 review process. No additional legal fees were incurred during the 2025 or 2026 voting efforts.
A community discussion followed regarding member participation and whether future amendment notices could state that failure to respond would be considered support for a proposed change. Secretary Angela Woodruff explained that, under Section 30 of the current recorded Covenant & Restrictions document, amendments require approval from a majority of lot owners and no changes may be made without that approval.
Members discussed the possibility of first amending Section 30 through a petition process. It was noted that approximately 164 addresses would need to sign a petition to amend that section. A member stated she would be willing to assist in collecting petition signatures. Secretary Angela Woodruff advised she would prepare draft language and a petition for review.
Secretary’s Report
Secretary Angela Woodruff reminded members to register for Association newsletters and updates through the Association website and social media platforms. Members were reminded that all required questions must be answered before approval into the community Facebook group.
The June 13, 2026 “Fair in the Park” event was cancelled due to limited participation interest, with only one member expressing interest in participating.
Angela acknowledged the strong community response and attendance for the Friday Food Truck events and specifically thanked the following individuals and organizations for their assistance with the May 8 community movie night event:
Scott and Tari Cole for helping coordinate the event
Jimmy Allen for upgrading the electrical receptacle at the park
Patrick Ma and Scott Cole for providing personal generators when electrical issues arose
Jessie for assisting with event promotion, emails, website updates, social media announcements, and food truck coordination
Food Kart for participating and expressing interest in returning for future events
Special recognition was also given to Kasey and the team at Discover the Magic Vacations for sponsoring the event and handling the required movie licensing. Members were informed that licensing for Disney movie showings in a public setting typically costs approximately $275 per event.
Jessie addressed the membership and thanked residents for their participation. She advised that the current schedule of twice-monthly events may be excessive and proposed reducing events to once per month on a weekday. A community survey will be distributed to gauge member interest.
Vice President’s Report
Vice President Jimmy Allen discussed ongoing concerns regarding maintenance of the front entrance, back entrance, and community park. Appreciation was expressed to all volunteers assisting with grounds upkeep.
The Board reviewed landscaping contract proposals for maintenance services covering the front entrance, rear entrance, and park areas. The current landscaping company’s contract expires at the end of 2026. Although the Board met with the current contractor and requested renewal pricing, no proposal was received despite multiple follow-up attempts.
The Board obtained the following additional proposals for weekly maintenance services:
$38,000 annually ($3,166 monthly)
$11,220 annually ($935 monthly) with automatic renewal and 3% increase in future years
$10,800 annually ($900 monthly) under a two-year agreement
A community member asked whether monthly-only maintenance pricing had been requested. The Board advised that pricing was obtained only for weekly maintenance services. Members were reminded that the proposed dues increase is intended to support improved maintenance standards, and if the dues increase does not pass, the Board will reassess future maintenance options.
Pro Forma Budget & Dues Increase Proposal
Secretary Angela Woodruff presented the proposed Pro Forma Budget Report and Dues Increase Proposal, which will be emailed along with ballots to all Association members.
The Board also introduced two proposed bylaw amendments for membership consideration:
Staggered Officer Terms
Two-year officer terms
President and Secretary elected during even-numbered years
Vice President and Treasurer elected during odd-numbered years
Elimination of floor nominations at the December meeting to allow candidate names to be distributed in advance
Committee Structure Update
Committees formed only as needed
Committee members appointed by the Board
Volunteer participation utilized as necessary
Clarification that certain committee-related duties are currently performed by the management company
Members were advised that voting on these proposals and the dues increase will occur at the July 21, 2026 Membership Meeting. Proxy and absentee ballots will be available through the Association website. Ballots may be returned electronically or delivered to the Secretary or Treasurer up to 15 minutes prior to the meeting. Members attending in person will also receive ballots onsite.
A community member asked whether committee members would continue to be appointed by the Board and inquired about procedures for filling Board vacancies. The Board explained that no changes are proposed regarding vacancies, and existing bylaws remain in effect requiring a special meeting if a director misses three consecutive meetings.
Additional discussion occurred regarding the staggered election proposal, and members were advised that the mailed ballots and proposal documents would provide greater clarification.
Additional Community Discussion
A community member requested that Association funds be used to purchase flowers for the front entrance. The Board explained that the 2026 budget did not allocate funds for beautification expenses due to current budget deficits. A motion was made by a community member to spend $200 on flowers for the entrance planters.
A community member also inquired about the $180 transfer fee and questioned why it exceeded the previously discussed $100 amount. The Board advised that members should contact Dorchester Real Estate Services directly for clarification regarding the fee breakdown.
Discussion also took place regarding resuming the “Yard of the Month” program. Members expressed interest in continuing the recognition program. It was noted that gift cards would no longer be provided, but homeowners selected would receive recognition through signage and the Association’s social media platforms. The program will resume beginning June 2026.
For Association questions or management assistance, members may contact Dorchester Real Estate Services at 843-563-5005 or by email at hoa2@dorchestersold.net.
Agenda
Call to Order
President’s Report
Present bylaw subjects and proposal to raise dues with a proforma to the membership in preparation for the upcoming July 2026 membership meeting vote.
Treasurer’s Report
Review of Financial Reports
Vice President’s Report
Present bid proposals to the membership for the 2027 Ground Maintenance Contract Proposal
Secretary’s Report
Emailed monthly community newsletter (sign up at Briarwoodsc.org) & Official Social Media Facebook Platform for members and residents who live in Briarwood.
Open Forum
Member Questions and Comments
Adjournment
