Vendors & Contracts Committee 7.18.26

 

Meeting Minutes – July 18, 2026 | 8:30 a.m. | Clubhouse Game Room

Chair: Jim Koisa
Co-Chair: Harris Mathis
Members: Michelle Ramsey, Lisa Fearon
Attendees: Jim Koisa, Harris Mathis, Lisa Fearon

Next Meeting: August 13, 2026 at 1:00 p.m. (Tentative)

Mission

Review vendor performance and existing contracts/service agreements to ensure quality, cost-effectiveness, and alignment with homeowner priorities following turnover. Areas include landscaping, management, pond maintenance, and other service agreements. Review contract terms, including duration and termination clauses, and develop competitive-bidding checklists and recommendations.

Key Discussion Items

• Dixie Landscape Performance Checklist

  • Developed a checklist based on observations of Dixie Landscape's performance.

  • Designed for use by contractor supervisors, Leland Management, the Board, and the Committee.

  • Breaks contract requirements into service categories with specific performance checks, such as uniform mowing, grass height, and weed control.

  • Meeting with Darcie scheduled for August 8 at 1:00 p.m. to review the checklist and address outstanding questions, including:

    • Who is responsible for monitoring Dixie’s performance?

    • Is there a designated Dixie supervisor/manager for homeowner or management contact?

    • Does landscape-bed weed removal apply to individual homes or only common areas?

    • Should tree and shrub trimming be a homeowner responsibility if owners do not want trimming performed to Dixie’s specifications?

    • Are monthly irrigation wet checks being completed as required? Homeowners report concerns about buried sprinkler heads and lack of visible inspections.

    • Should the Association send holiday reminders regarding lawn decorations and Dixie’s limitations on servicing decorated areas?

    • Does Leland conduct formal performance reviews before contract renewal?

• Dixie Landscape Scorecard

  • Reviewed a draft scorecard listing contract services and assigning performance ratings.

  • Scores can be tracked over time to identify improvement or decline and may be used by Leland Management or the Board.

• Dixie Pros & Cons

  • Creation of a community Pros and Cons list was postponed, as the checklist may address the need. This may be revisited later.

• RFI

  • Draft RFI questions and cover letter were reviewed and will be revisited at a later date.

• Leland Management Contract

  • Initial review began using Lisa’s document identifying discrepancies and questions.

  • The Committee reviewed some items but did not complete the review.

  • A detailed review of the Leland contract will be the primary focus of the August meeting.

Next Steps

1. Meet with Darcie to review the Dixie Landscape checklist and outstanding questions.

2. Review Darcie’s feedback at the next Vendors & Contracts meeting.

3. Complete a detailed review of the Leland Management contract, including identified discrepancies, questions, contract terms, and performance requirements.