VERY Important Vote Left Out of BOD Minutes

A vote was taken at the April 1, 2024 Board of Directors meeting that was left out of the Minutes for that board meeting. The Board voted to award the HOA management contract for 2026 to a different company. How does something like that get left out???

Is there any possibility that the note-taker for the meeting was directed to omit this from the Minutes?

The topic of the vote should have been listed under New Business. This could be the second-largest financial expenditure of the HOA, exceeded only by the Landscaping Contract of $556,358, and the one that holds the HOA together. Some have estimated that the HOA pays CAMS over $500,000/year to manage the HOA. CAMS is contracted through December 31st.

The company voted in is a small one- or two-person business here in Columbia that recently merged with (was sold to?) a North Carolina firm.

The vote by the board was 4-3. Since the content of any discussion and the vote were omitted from the Minutes, it is not known at this time who voted in favor and who was opposed. 

The three directors who were not in favor should be absolutely certain to have their Nay votes recorded by-name in the Minutes!

I was told that Danny wants this new business. He is the one who wanted the new lawyer.

How can a small firm handle the business of a large HOA with 2,480 homes? Or will the new management company be the North Carolina operation? Was a representative of the new company at the Board meeting to answer questions?

Were any "numbers" discussed at the Board meeting? Basic cost and scope of management services? Office operations and estimated expense? Supplemental services, such as those provided by SCS (a CAMS affiliate)? Registered Agent services (provided by a CAMS affiliate in Myrtle Beach, S.C.)?

Did the Finance Committee recommend the new firm? Did the Contracts Committee recommend the new firm? What due diligence was done and by whom? 

What will happen if CAMS terminates its contract prior to December 31st? Did the Board consider that possibility, when it voted on April 1? Should it have protected itself by waiting until October 1st to make its decision?

Most importantly, how did this get left out of the April Minutes??? Supposedly, seven board members reviewed the prepared Minutes before they were published. Did not one of them notice that this most-important decision was left out of the Minutes?

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