October 21, 2025 BCA Community Meeting Agenda & Minutes

Meeting Minutes

Membership Meeting Minutes Date: Tuesday, October 21, 2025 

Time: 7:00 p.m. – 8:00 p.m. 

Location: Summerville Church of Christ 

Board of Directors Present 

• Clay Rogers, President 

• Jimmy Allen, Vice President 

• Chris Haltiwanger, Treasurer 

• Angela Woodruff, Secretary 

1. Call to Order and Roll Call 

The meeting was called to order at 7:00 p.m. Roll was taken, and all board members—Clay, Jimmy, Chris, and Angela—were present. 

2. Law Enforcement and Safety Update 

• Dorchester County Crime Watch: Sgt. Barrington was scheduled to attend but notified President Rogers that his department was called to assist Summerville Police Department with an active shooting scene. Midway through the meeting, Sgt. Cam Abell joined and provided a report. 

  
  

Law Enforcement Incident Summary (Sgt. Cam Abell) 

• September 9 – Harassment complaint (Summercourt Dr) 

• September 16 – Harassment complaint (Anstead Dr) 

• September 17, 21, 23, 29 & October 18 – Harassment complaints (Chessington Cir) 

• October 17 – Five firearms were stolen from an unlocked vehicle (Bramwell Dr, unrecovered) 

  
  

Sgt. Abell emphasized that Briarwood remains a peaceful community overall and encouraged residents to report all suspicious or concerning activity, no matter how minor. A recent late-night incident involving an incoherent individual walking into a cul-de-sac at approximately 12:35 am, causing concern for a senior resident, was also referenced. Sgt. Abell reiterated that safety calls are always welcome and urged residents to contact law enforcement promptly when needed. 

3. Infrastructure and Maintenance Updates 

• Front Entrance Lighting: Dominion Energy will return to assess the front island to determine whether one or two new light poles can be installed. They will also replace any burnt-out bulbs throughout the neighborhood. 

• Road Repairs: Five potholes were patched around Summercourt Ct and Marmet Ct. Clay requested a more permanent repair and was informed that Briarwood remains on the County’s maintenance list for future resurfacing. 

• Park Maintenance: On October 10, the landscaper was unable to mow the park. Clay personally mowed the park area and approximately 30 feet beyond into the green space. 

• Community Cleanliness: Community members Brent, Chris, Clay, John, and Erica regularly collect trash at the neighborhood entrance. Residents were encouraged to refrain from littering and take pride in helping maintain community cleanliness. 

• Front Light Fixture: The light fixture at the neighborhood exit continues to malfunction despite reset attempts, resulting in shattered bulbs. A professional repair will be scheduled prior to upcoming pressure washing. 

4. Landscaping 

• Q1 Properties (Landscape Contractor): Clay met on-site with Glen from Q1 Properties to review community concerns about service quality. 

• Briarwood owns approximately 0.57 acres and 0.32 acres at the Trolley Road entrance, bordering 123 and 201 Summercourt Drive. 

• Glen had not been previously informed of the full service area and will provide a proposal to include additional coverage. 

• The Association remains under contract with Q1 through the end of 2026. 

• Community Feedback: Clay noted that while service quality could improve, the Association is “getting what we pay for.” 

5. Property and Construction Updates 

• 201 Summercourt Drive: The property is under new ownership. The owners have communicated with Dorchester Real Estate Services (DRES) regarding both interior and exterior repairs. 

• 122 Bramwell Drive: The demolition was completed and lot sold twice between September 8 and 11, 2025, generating two transfer fees. DRES has been in contact with the new owners, who received updated By-Laws and Covenants and understand protocols following ARC procedures for all new work. 

• Fire-Damaged Homes: DRES re-sent update letters to both affected property owners. One home appears occupied; the other remains vacant. No further updates were reported. 

6. Sidewalks and County Coordination 

• Sidewalk repairs have been resubmitted for County review, specifically around 300 Summercourt Drive and 406 Chessington Circle. 

• Dorchester County Public Works will conduct another inspection to prioritize repair areas based on safety and severity. 

• Members were reminded to report additional hazards to contact@briarwoodsc.org. 

7. Utilities and Lighting Conversions 

• Dominion Energy has been asked to evaluate converting all neighborhood lights to LED fixtures. Their current position remains that if the lights are functional, they will not replace them (“if it isn’t broken, don’t fix it”). 

• A recent culvert repair was completed at Bramwell and Summercourt after a contractor damaged tires on-site. Another culvert requiring attention remains near 204 Chessington Circle. 

8. Financial Report 

• Expenses: Primary expenditures this cycle included landscaping, management fees, and utilities. 

• Utility Payment Timing: Some financial reports show alternating months for utility expenses due to billing and reporting overlaps. 

• Payments confirmed: September 4 – $210.99 and October 7 – $210.99 (both current, no late fees). 

• Transfer Fees: Two transfer fees were collected from the 122 Bramwell transactions. 

• Net Income Clarification: Clay explained that a negative net income does not indicate a deficit but simply reflects that expenses exceeded income for that particular month. 

• Collections and Fines: 

• August 2025: $11,817 outstanding 

• September 2025: $11,547 outstanding 

• Delinquent Dues (2024–2025): $5,700 

• Late Fees: $4,335 (from delinquent dues) 

• Fines: $1,300 

• Liens: $500 

• Active Liens: 8 filed by the collection agency; 4 by DRES 

Collections remain active, and homeowners have 30 days to correct violations or pay fines. Clay reminded members that enforcement is focused on community upkeep—not revenue generation. Unpaid amounts are typically recovered during property transfers. 

Clay also reminded of the option to communicate with Sheri with DRES for any requests for payment arrangements on owed money.  

9. Architectural Review Committee (ARC) Updates 

October 2025 Submissions: 

• *** Dunmow – Window guards 

• *** Marmet – Driveway extension 

• *** Chessington – Tree removal 

• *** Gresham – Driveway improvement 

• *** Summercourt – Fence installation 

• *** Chessington – Tree work 

10. Community Projects and Events 

• Park Maintenance: Mr. Allen trimmed the hedges behind the lattice and brick wall and plans to cut them back further. He also maintains the park ditch and will inspect a flickering park light. 

• Upcoming Events: 

  • Community Bingo: Wednesday, November 12, 2025, from 11:00 a.m.–12:30 p.m. at Summerville Church of Christ. 

  • Santa Visit: Sunday, December 14, 2025, at 3:00 p.m. Residents can sign up on the community website with their address and number of participating children. Angela will post further details closer to the event, including donation drop-off information for Santa’s gift bags and volunteer decoration sessions for Santa’s sleigh. 

11. Communications & Social Media 

Members were encouraged to join the Official Briarwood Civic Association Facebook Group. Applicants must answer all membership questions and acknowledge the group rules before approval. 

12. Board Nominations and Elections 

Committee lead Mrs. Jessie Bradley Ma reminded members that nominations for the 2026 Board of Directors can be submitted through the Association website. To be listed in the November Newsletter, nominations must be received by October 31, 2025. 

• The current 2025 Board announced their intent to seek re-election for 2026. 

• New Nominations: 

• Ben Martin – President 

• Bonnie Martin – Board Member 

• Jimmy Allen – Nominated for President but declined 

Ballots and candidate information will be available on the Association website and were distributed in the October Newsletter. 

13. Member Questions and Discussions 

• Virtual Attendance: Six members participated via Zoom. 

• Landscaping Contract Inquiry: A member asked whether the Association follows an original Briarwood maintenance contract or the landscaper’s current proposal. The Board will review archival records to locate the original contract and report back. 

• Fine Procedures: Members discussed how fines are assessed and whether the process is defined in the By-Laws or Covenants. Clay read directly from the 2025 Filed By-Laws, confirming current practices align with governing documents. 

Fine Schedule Clarifications: 

• The Board may set or modify fine amounts by resolution. 

• Late fees are $15 per month ($180 annually). 

• The Board may revise how fines are assessed, including escalating penalties for repeat violations. 

• The By-Laws authorize foreclosure as an enforcement option, but current and past Boards have opted not to pursue it. 

• Legislative changes in 2019 have made foreclosure filings more difficult, and new state bills may further restrict HOA foreclosure rights. 

Member Concerns and Clarifications: 

• A member expressed dissatisfaction with DRES, stating they provide misleading guidance. The Board noted that DRES will attend the December 2025 meeting to address concerns and can be contacted directly during business hours. 

• A member commented that the Association is not following Robert’s Rules of Order. The Board clarified that the Association is not required to do so. 

• A member asked if someone receives a fine and fixes it, then in another month gets the same violation is it considered a new violation or an old violation. It was confirmed that it would be a new violation.  

• Another member asked if all fines from the previous year were wiped clean. The Board confirmed that is incorrect—fines were paused following the October 5, 2024, resignation of the previous president but resumed January 2, 2025.  

Neighbor Assistance Initiative: A member offered to assist residents physically unable to maintain their yards. Several others volunteered to form a Community Assistance Committee to help with yard maintenance for those facing the challenges of maintenance due to physical restrictions or personal physical limitations. Residents needing assistance can email contact@briarwoodsc.org. For a member with troubles sending emails please call Sheri with DRES and she will get your message of assistance request to your board and we will follow up with you.  

14. Adjournment 

With no further business, the meeting was adjourned at 8:00 p.m. 

Agenda

Tuesday, October 21, 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 

  • Review of Covenant and Restriction Management through Dorchester Real Estate Services.  

• Treasurer’s Report 

  • Review of Financial Reports 

• Vice President’s Report 

  • Recap of Community Maintenance Projects 

• Secretary’s Report 

  • Review of ARC Submissions and Approvals 

  • Official Social Media Platforms 

  • Yard of the Month – Halloween Decorating Contest Nominations Open

• Open Forum 

  • Member Questions and Comments 

• Adjournment