Board Should Approve Corrected Minutes each month

The following email has been sent to the HOA's Board of Directors:

Good morning, Board Members,

Why do you allow Justin to unilaterally declare that the previous month's Minutes are approved?

When the Minutes for the June 6th board meeting are published, they will read "The Board approved the minutes for the June 6, 2023 Board of Directors meeting at ____ p.m."  Just as they do every month.

So, every month there is a false statement in the Minutes, and every month Justin repeats it. How would you ever make any changes or corrections in the Minutes?

For the Board to approve the Minutes, there should be a Motion, a Second, a discussion (when you ask for changes or corrections to be made), and then a vote by the Board. You do read the Minutes before the meeting, don't you?

Aren't you required to sign the Minutes before they are placed in a physical Minutes Book? Is there even such a Book?

Errors in the May 2, 2023 Minutes:

- careless punctuation in the date of the meeting (ex., May 2nd ,2023,);
- Voting Members/Alternates for the Barony Place neighborhood were omitted; some of them have been attending every meeting.
- Safety Committee report. There is no such thing as "Signal 30 scheduled times". The contract with RCSD is a Special Duty Agreement;
- Neighborhood. Jesse McClinton reported on "getting signatures". That is not a valid way to get VMs and Alternates. At least six neighborhoods do not have VMs. Probably NO neighborhoods have legitimate VMs and Alternatives, because they have not been holding Annual Neighborhood Meetings and annual Neighborhood Elections to elect three-member Neighborhood Committees to serve for one year;
- Landscape. "The flowers will be installing the second week of May." (lack of proofreading);
- Modifications and Contracts. 15 201s to-date, 0 inspections. The Board should do an audit of the Modifications Committee. Also, determine why Justin isn't complying with the Guidelines, which direct a final approval after inspection.
- no dollar amounts of the approved bids were shown. No disclosure means the homeowners are not informed.

Did you hear (self-appointed Voting Member) Billie Jones complain about not being part of the Contracts Committee? Justin didn't even know Billie was on the Contracts Committee! I understood him to say that the Contracts Committee doesn't meet. Billie's name is listed in The Scoop and on the website. Of course, all Billie had to do is ask about meetings and not wait to be "invited". Justin's apology was insincere and worthless. That was pretty embarrassing. 

The purpose of the Contracts Committee should be to read, review, analyze, discuss and vote on each contract to be submitted to the Board for final approval. Otherwise, the Board is just following Justin without careful investigation on your own. Justin was not correct that the Contracts Committee doesn't approve contracts. It should approve them to go to the Board for final approval. He conveniently skips that step.

From the HOA website section on Committees:

Contracts
Mission:Provides oversight to SCA Contracting Procedures, consults with and gives advice to the Property Manager concerning contracting matters of Service Providers that do work in The Summit.  This Committee reviews all Contracts prior to the Board of Directors voting to accept or reject Contracts and gives counsel to the Board.  The Contracts Committee is empowered to evaluate Contract performance each year and to make recommendations to the Board and Property Manager.
Justin Martin  , Chair, Billie Jones, & Cliff Wilson

[Errors in spacing in the original.]

This is one more area in which Justin disregards Governing Documents.

Were you familiar enough with the bids and contracts that you approved last night to spend significant HOA money, especially the pump contract? 

Each of you is a 1/7 equal board member, and you should not blindly approve whatever Justin wants. If you can't perform your fiduciary duty, you should resign from the Board.

Gus Philpott, Resident

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