Board Meeting Follow-Up and Action Items

HOA Board of Directors, HOA Meetings, HOA President

The following letter is from the Lyon’s Gate HOA Board President, Bob Ferron, regarding the October 7th Board of Directors meeting and the action items which came out of that meeting related to the Board-approved timeline for hiring a new property management company.

Dear Residents,

The Board of Directors for Lyon’s Gate HOA met last night (October 7th) for a virtual and in-person meeting regarding recent developments with our Property Management company. We had over 60 people connected either virtually or in person at the Martingale clubhouse. Several action items came from the meeting. I will highlight each one with the Board-approved time frame to select and put in place a new Property Management Company for Lyon’s Gate.

At our September Board meeting, the Board voted to put our management contract out for bids, even though we had gone through that process last year about the same time. The Board had inherent issues with the performance of our current vendor City Property Management throughout 2020 and decided to issue an RFP to analyze our need to move in a different direction. We voted in September that City WOULD be invited to bid the contract, along with other property management companies who specialize in large HOA management. City Property Management chose instead to give us a 30-day notice and effectively terminated the contract early, putting the HOA in a precarious position.

I view this as very unprofessional, and extremely poor management from a partner we had in place for 15 years. They also chose to write an email to the community which placed the blame on your Board of Directors. The Board has been responsible for all the important decisions in the HOA. We are financially sound because of the Board’s decision and direction to our management company, not the other way around. We are your elected members of the community who watch over and decide where our money is spent and how the management company operates. We are the reason the single family home dues are still at $60. Instead of listing all the things that went wrong in this partnership, the Lyon’s Gate Board of Directors has approved the following steps to replace City Property Management:

  • We have set up a new email address so residents can email recommendations of companies to send the RFP to, directly to the Board. The email address
    is rfp@livelyonsgate.com. Please use this address to send recommendations of property management firms you know that meet the criteria of having experience managing large single family home HOAs. We will take recommendations until Friday October 9, at noon, at which time this temporary email address will no longer work.
  • At that point, we will consolidate all companies and send our RFP that we drafted last year, to each. The companies will have until the following Friday, October 16, to respond. They will respond directly to me. I will forward the responses to each Board member after all the responses are received. Board members will review over the weekend of October 17/18.
  • We will set up a general, open meeting (in-person and virtual) on October 19 at 7:00pm. At that meeting we will review the RFP responses, and take feedback from the community. By the end of that meeting, we will narrow our search down to 3 finalists, but this number could change depending on the Board’s discussion.
  • The finalists will then be invited to our regular Board meeting scheduled for October 21st. We will interview the finalists, and the board will vote on and choose our next partner. This will be an open meeting and residents will be provided an opportunity to give the Board their feedback and recommendations.
  • We will sign a letter of intent that evening with the successful company. We will prepare and sign a contract which will begin as early as October 22. The selected company will then work with City Property Management to transition all our HOA documents, financials, projects, billings, contact list, etc. to the new property management company.

While we are never happy to have to make such a large move, we will do the best we can to find a great vendor who will enhance our living experience in Lyon’s Gate.

October 19, 2020 Special Board Meeting Notice

As mentioned above, the October 19th Board meeting will be held both virtually and in-person at the Martingale clubhouse. Those residents wanting to attend virtually can do so via the web or by phone using the following information:

This letter serves as the meeting notification for the community. Please never hesitate to contact me directly with any questions. Thank you for your support.
Sincerely,
Bob Ferron
Lyon’s Gate HOA President

Share This...