Open Letter to BOD re Minutes

The following is an open letter to the HOA's Board of Directors. In case you are wondering why I am posting it, it is because most Board members and the  office staff do not reply to requests.

Come to Tuesday's board meeting on December 3rd and ask for answers to these questions. 

If you would like a copy of my marked-up November 12, 2024 Minutes (4 pages), please send your request by email to gusphilpot@aol.com


Good morning, board members,

Are you investigating why the Minutes of board meetings are so poorly written every month? 

The Summit's HOA is a large business - a South Carolina non-profit corporation. The Minutes should be an accurate reflection of the business of your meetings. They should be prepared in a professional, business-like manner, with few if any mistakes. Any mistakes in a prior month should not recur in future months. Corrections and amendments should be made before Minutes are approved. 

The contract with CAMS states, "On-site Staff shall prepare minutes of the meetings..." The presumption is that CAMS will provide a trained, competent person to prepare the minutes. The present preparation of the Minutes is probably not the fault of the office staff; they have apparently not been trained by CAMS to prepare Minutes. Should you hire an outside person to take notes and write the Minutes? And take the cost out of your payment to CAMS? The Minutes should include the name of the person who prepared them.

The October Minutes had 85 errors. I didn't count the errors in the November Minutes.

Attached is my marked-up copy of the 11/12/2024 Minutes. Newly-elected Directors LaToya and Ciara were seated at the beginning of the meeting and should be recorded as Present. Danny should have introduced them at the beginning of the meeting. (Patricia's announcement before the meeting began was not part of the board meeting.) Danny also should have thanked Dennis Rybicki for serving for 2½ years on the board. As President and Director, he should have set aside any dislike he has for Dennis.

Shouldn't the November 12th Minutes be corrected before they are approved on December 3rd?

Where will the Minutes of your Organizational Meeting (November 15?) be posted?

Will you please explain at the December 3rd board meeting why the announcement of the newly-elected officers of the HOA was delayed and even withheld after requested? 

Also, will you please ask the Treasurer to explain 
  • why the 2023 Annual Audit hasn't been released and posted to the website? (It was due 5/1/2024.)
  • where the internal forensic audit for 2023 is? (approved 6/18/2024)
  • where the external forensic audit for 2023 is? (approved 6/18/2024)
  • why the 2025 Budget hasn't been posted to the website? (approved 11/12/2024)
Sincerely,
Gus Philpott
Resident, Barony Place II
www.baronyplace.blogspot.com

Attachment - marked-up 11/12/24 Minutes

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