September 15, 2026 BCA Community Meeting Agenda & Minutes
Updated: Sep 18
Meeting Minutes
Call to Order
Vice President Jimmy Allen called the meeting to order at 7:00 PM.
Roll Call
Board members present:
Jimmy Allen – Vice President
Chris Haltiwanger – Treasurer
Angela Woodruff – Secretary
President’s Report / Covenant Enforcement
In the absence of a sitting President, Vice President Jimmy Allen reviewed the covenant violation information provided by Dorchester Real Estate Services (DRES).
DRES conducted two community inspections during August, on August 9 and August 29. Violations included landscaping/mowing and edging, trailer and boat parking, unauthorized vehicle parking, architectural/roof concerns, general maintenance, unsightly items in driveways, and inoperable vehicles. Notices ranging from first through fifth notices were issued.
For September, approximately ten violations had already been identified involving grass and yard maintenance, vehicles, rubbish, and debris.
A member asked whether the rules regarding boat parking from May through September had been changed. It was clarified that the proposed changes did not receive the required number of votes to pass. The most recently filed Covenants and Restrictions remain those updated in 2017. It was also clarified that the changes approved last year involved the Bylaws and the duties of the Secretary and Treasurer.
County and Community Maintenance
A member asked about the new asphalt at Anstead and Chessington. The Board explained that Dorchester County placed the new surface in an area where the roadway had become rocky and presented a safety concern, particularly for motorcycles.
Members were encouraged to report roadway hazards and repair needs to the Association so the Board can forward them to the County. Members were also reminded that they may submit repair concerns directly to the County.
A member suggested that DRES initiate complaints with County Code Enforcement when a covenant violation may also constitute a County code violation. The Board confirmed that it has previously initiated certain Code Enforcement matters.
A member also noted that after several months, curb work had been completed near the corner of Chessington and Summercourt.
Homes Currently Listed for Sale
The following homes were reported as listed for sale:
216 Chessington – $395,000
206 Chessington – $354,000
102 Marmet Ct. – $399,000
118 Bramwell – $385,000
413 Summer – $395,000
304 Summercourt Dr. – $340,000
A member raised concerns regarding properties with a couch and other items remaining outside for an extended period and recurring yard debris near a home currently being marketed for sale.
A member requested that monthly reporting include the total number of violations/fines issued, a breakdown by category, and the total outstanding balance. The Board confirmed that it receives violation information from management. A list of the violations issued during 2026 was made available for review at the meeting.
Vice President’s Report
2027–2028 Grounds Maintenance Contract
The Board presented a proposed fixed two-year grounds maintenance contract with Lawn SG Outdoor LLC, covering January 1, 2027 through December 31, 2028.
The contract amount is $4,999 annually, divided into twelve monthly payments of approximately $416.58.
The service schedule will be:
January–February: Once monthly
March–May: Bi-weekly
June–August: Weekly
September–December: Bi-weekly
Services include cutting, trimming, blowing, and edging designated mowing areas at the front entrance, park, and rear entrance. The contractor will also prune bushes and manage weeds in flower beds as needed.
Jimmy Allen requested volunteers to assist with pruning bushes at the front entrance during the remainder of this year, as that work is currently being performed by volunteers.
A member asked about mulch/pine straw. It was explained that the original proposal included pine straw twice annually and additional weekly services. Those services were removed to keep the contract within the Association's budget. The Association may request those services for an additional charge, or volunteers may donate materials and labor.
The matter was brought before the members present for a vote.
Vote: Sixteen members present voted by show of hands. With no opposition, the membership approved the 2027–2028 Grounds Maintenance Contract.
A member asked how many bags of mulch the Association normally purchases. It was clarified that the Association has not previously paid for the mulch used in those areas; materials and labor had been donated by community members.
The Board thanked the residents who have donated materials and labor in the past.
County Repair Updates
The Board provided a recap of communications with Dorchester County:
In January, the Association was advised of an estimated two-year timeframe for repaving roads within the community.
A pothole repair requested at the entrance on August 11 has been completed.
The sinkhole reported to the County on August 20 has been repaired.
The sidewalk near the park associated with a water leak has been repaired.
A fourth request has been submitted regarding the sidewalk repair needed on Glendale Drive. The repair remains outstanding.
Carlton Court Fence
The Board discussed damage to the fence on Carlton Court. Secretary Angela Woodruff contacted Dorchester County seeking clarification regarding responsibility for the fence. The County responded that it is responsible for the roadway but not the fence.
Discussion followed among members regarding the history of the fence. Members recalled that the Association had installed the barrier in response to previous problems involving people entering the neighborhood through that location. A former President present at the meeting confirmed that the Association had installed the fence.
Members also discussed recent damage to several fence slats and reports of individuals entering the neighborhood on foot and on e-scooters.
Another blocked roadway connection containing a black fence installed by Briarwood was discussed. Vegetation has grown around and through that fence, and no recent complaints of individuals passing through that location were reported.
Treasurer’s Report
Treasurer Chris Haltiwanger reviewed the financial reports provided to members, including:
Balance Sheet as of July 31, 2026
Balance Sheet as of August 31, 2026
Profit & Loss Report – July 2026
Profit & Loss Report – August 2026
A member questioned why the Balance Sheets reflected a negative amount for Accounts Receivable, asking why a receivable would be deducted rather than shown as a positive amount. Chris advised that he would contact DRES/Mrs. Sheri for clarification and provide an answer.
A member asked about a $500 expense. It was confirmed that the amount represented the Association's donation to Summerville Church of Christ for use of its facilities.
Members asked about the Association's contract with DRES. It was confirmed that the current contract extends through December 31, 2029.
The current management fee was reported as $700 per month, compared with a previous fee of $600 per month. The current agreement includes twice-monthly community inspections and financial management services.
A member asked whether the management fee increased when Treasurer responsibilities were transferred to DRES and what would happen if a future Treasurer wished to bring those duties back in-house. It was explained that the applicable contracts would need to be reviewed to provide an accurate answer. Discussion also noted that terminating contracted services could involve a buyout or cancellation cost.
Secretary’s Report
Secretary Angela Woodruff provided the following community updates:
September Yard of the Month: Nominations remain open through September 20, with voting scheduled for September 22–25.
October: The Association will hold a Halloween Decorating Contest.
November: There will be a break from Yard of the Month.
December: The Association will hold a Christmas/Holiday Yard Decorating Contest.
Evening Bingo
An evening Bingo event is scheduled for Tuesday, October 20, from 7:00 PM–9:00 PM. Prizes will consist of donated baked goods, gifts, and other donated items. Members wishing to contribute were encouraged to contact Angela.
The Board is also working to establish a date for Santa to visit the community.
2027 Board Election / Nominating Committee
The floor was turned over to Jessie, who will lead the Nominating Committee for the upcoming 2027 Board election.
Members interested in assisting with the committee were encouraged to contact Jessie. The committee will work on reaching out to neighbors and identifying potential candidates. Jessie will also prepare a nomination form similar to the one used during the previous year's election.
Nominations may continue through the December membership meeting.
Members wishing to have their names printed on the December election ballot must submit their names by November 15, 2026.
Secretary Angela Woodruff will print the ballots and provide them to DRES/Mrs. Sheri for inclusion with the mailing of the 2027 annual dues notices.
In accordance with the Association's procedures, nominations may still be made from the floor during the December membership meeting.
Special Election – Vacant Office of President
The floor was opened for nominations to fill the vacant office of President and complete the remaining duties of the position for 2026.
One community member volunteered for the position. A second member present was nominated by another community member and accepted the nomination.
Because there were two candidates, a paper ballot election was conducted.
Four properly submitted paper proxies had also been received prior to the meeting for use in the presidential election.
Following the collection and counting of the ballots, Chris Thomas received the majority vote and was elected President of the Briarwood Civic Association to fulfill the remaining term and Presidential duties for 2026.
Community Gathering
President-elect Chris Thomas discussed holding the November meeting in the community park. Jimmy Allen offered to roast a hog for the gathering, as had been done during previous community events. Jimmy also offered to provide hot dogs and hamburgers for residents who may prefer alternatives.
Jimmy thanked the other Board members for their work and efforts throughout the year.
He encouraged residents to continue bringing forward comments, suggestions, and ideas that could help improve the community. He emphasized that members may not always agree but should remain respectful of one another and recognize everyone's efforts toward making Briarwood a better community.
Adjournment
With no further comments or business brought before the membership, the meeting was adjourned at 8:00 PM.
Meeting Agenda
Tuesday, September 15, 2026 | 7:00 PM – 7:45 PM
Location: Summerville Church of Christ or Zoom
Zoom registration: https://zoom.us/meeting/register/gEHTepdcSTSamwWxu3W_BA
Call to Order
President’s Report (Vice President to complete)
Review of Dorchester Real Estate Services covenant scope of work.
Treasurer’s Report
Review of Financial Reports
Vice President’s Report
Review final 2027 Ground Maintenance Contract Proposal and finalize agreement.
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 this year’s final Bingo Date, set for Tuesday, October 20, 2026, from 7 pm-9 pm. Gifts to be donated by community members.
Nomination Committee Update
Call for volunteers and nominations open.
Open the floor for nominations and a vote for the vacant President position.
Following Article IV, section 6 of our associations By-laws. Proxy Ballot
Open Forum
Member Questions and Comments
Adjournment
