In our post following the HOA open meeting September 21 we promised a follow up to the issues raised by the Landscape Committee when we had more information. Open forum discussion centered around residents complaints about Procidia’s not being proactive in maintenance, especially in the Villas, and being slow to respond to owners requests. Examples were cited. So this is what we found:
In August two long standing members of the Committee resigned in protest. Among their several concerns raised in their resignation letter here’s what stands out:
- The Board tasked them with preparing a request for proposals (RFP) and soliciting bids to do the landscaping work for our neighborhood. The RFP replaced an open ended work order based scope of work, issued originally in 2005, with a well written one which contained performance based terms. After considerable work by the Committee and the bidders, including Procidia, they obtained four bids. The incumbent, Procidia, was the second highest. The Committee prepared a Power Point with their recommendations for presentation to the full Board. They gave the Board a copy but were never allowed to make an in person presentation. Without further communication it appears the Board has decided to simply renew the existing Procidia contract with increased prices. However, numerous attempts by us to obtain the full contract or it’s status have failed. This certainly merits further information as to why the Board chose the direction they did and, if not too late, a revisiting of the decision with full transparency.
- Why does this matter? The Procidia quote 2022 is $242, 180 ($188,940 plus $53, 240 for extras such as irrigation and trees). This is about 20% of the HOA’s total annual budget. The Committee recommended further negotiations with both Procidia and, with their recommended vendor, Bright View. The Board chose not to pursue this. It’s our money so it matters how it is spent. It is our community so it matters how well it is maintained.
The above brings up a much broader and important issue. That is, how should we best take advantage of the energy, knowledge and dedication of those who have volunteered for each of our committees. Earlier in the year at the Board’s request, the Landscape Committee and the Architectural Review Committee worked on developing charters. This was an iterative process resulting in approval of both by the Board. The charters have the committees reporting directly to the Board and spell out responsibilities. However, this reporting seems cursory at best. They are rarely, if ever allowed to present their work in person to the community or the Board. Instead, at open meetings reports are typically given by Board members. They are not allowed to attend or report at Executive meetings. In fact, it seems to us all meetings should be open with, perhaps, a small portion closed to discuss personnel or legal issues where needed.
So, we are suggesting that the Board:
- Use the committees as they were intended. Listen to them. This is especially true of the Architectural Review Committee, created by our CC &R’s and tasked with enforcing them, just as our U. S. Constitution protects our Federal form of Government. CC & R’s protect our community’s environment, something we all signed onto when we bought our homes.
- Allow committees to make their work public at meetings wherever possible for the community to see.
- Eliminate “Executive” sessions to achieve maximum transparency. This does not mean an owners comment session every time.
We just held our election. With two seats open and only two people nominated, it is too late this year to use the ballot box to express our concerns. However, we urge all of you to let your representatives know your feelings on the subjects raised here. Get involved. It’s your community! It’s your money!
As always, comments are welcome.
