Draft Minutes of the April 3, 2026
Chateau De Ville Special Board of Directors Meeting 




1.Call to Order.The virtual meeting was called to order at 12:00 PM.

2.Present at the meeting were Carole Daddona (Speaker 2), Scott Rasku (Speaker 4), Paul Godfrey (Speaker 3), and Jeff Sammons (Speaker 1). All board members.

Officers of the Association are:
President Jeff Sammons
Secretary Paul Godfrey
Treasurer Scott Rasku



Purpose: Discuss and Decide Action on a Personnel Issue
(Due to the sensitivity of this issue, and as authorized by state law, the minutes of this meeting are not available to members of the association or the current manager of the association).

The meeting discussed the need to terminate the contract with TPAM due to inefficiencies and unresolved issues, such as high electrical quotes and lack of on-ground management. Paul outlined the steps for termination, including providing a letter of intent and paying associated fees. The board agreed to transition management to Scott, who lives on-site and is familiar with the property. They plan to terminate the contract on May 1, with a 60-day notice period, ensuring a smooth transition by June 30. They also discussed the need for a PO box for check payments and the importance of having two signatures on checks for financial control.

Action Items

Draft and send a formal termination letter to T-PAM terminating the management agreement effective April 30, providing the required 60 days’ written notice so that services end on June 30. Officer Action: Secretary and President

Prepare and distribute minutes/record of the special board meeting documenting the decisions to terminate T-PAM, select Scott as interim manager, and outline key transition steps. Officer Action: Secretary

Draft a written document outlining the HOA’s expectations and required duties for the property manager (including which responsibilities will be handled by board officers versus the manager), based on the current T-PAM contract, articles of incorporation, and other governing documents, and circulate it to the board for review and input. Officer Action: Secretary

Review the T-PAM management contract and related governing documents to confirm the association’s financial and legal obligations at termination, including calculation of any owed management fees and the process for transferring bank accounts and turning over records. Officer Action: President, Secretary and Treasurer

Draft a proposed management contract between the HOA and Scott, modeled on the existing T-PAM agreement but updated to reflect his specific responsibilities and compensation, and share it with the board for approval. Officer Action: Secretary

Continue working with the HOA accounting system (GoEnumate/portal) to become fully comfortable managing HOA finances and begin handling day-to-day HOA management duties once T-PAM is terminated. Officer Action: Treasurer

Contact GoEnumate to inquire about continuing the current HOA accounting/portal service after transitioning away from T-PAM, including confirming pricing and setup details. Officer Action: Treasurer

Obtain at least three competitive quotes for essential property repair and maintenance projects and for key vendor contracts to support the transition off T-PAM. Officer Action: President

Discussion on Exit Strategy and Contract Termination
Speaker 1 discusses the need for an exit strategy, citing an example of an electrical box issue that has been unresolved for months.
Speaker 2 inquires about recommendations for electrical services, and Speaker 1 mentions multiple companies but highlights high costs.
Speaker 1 expresses frustration with the lack of progress and suggests starting a game plan.
Speaker 3 outlines the steps for terminating the contract with TPAM, including fees and the need for records.

Challenges with Current Management and Board Roles
Speaker 1 criticizes the current management for not completing tasks and suggests the need for someone on the ground.
Speaker 1 and Speaker 3 clarify the roles of board members, confirming that Scott is the treasurer.
Speaker 1 emphasizes the need for efficient management and mentions the upcoming Annual Meeting.
Speaker 4 explains the process of canceling the contract and the transition period required.

Proposal for New Management and Transition Plan
Speaker 1 proposes Scott as the new management, highlighting his commitment to the property.
Speaker 3 suggests writing down expectations for the new management role.
Speaker 4 discusses the use of software for accounting and maintenance requests, suggesting a transition to a new portal.
Speaker 1 and Speaker 4 discuss the need for a PO box for receiving checks and the importance of having two signatures on checks.

Financial Management and Contract Termination
Speaker 4 explains the current accounting system and the potential transition to new software.
Speaker 1 emphasizes the need for board members to be able to sign checks and the importance of digital signatures.
Speaker 4 suggests waiting until May 1 to terminate the contract to ensure a smooth transition.
Speaker 3 confirms the 60-day notice period and the need for a formal termination letter.

Finalizing the Termination Plan
Speaker 1 and Speaker 3 discuss the details of the termination plan, including the timeline and financial responsibilities.
Speaker 4 suggests starting to control payments to ensure better financial management.
Speaker 3 emphasizes the need for a formal contract with the new management to outline responsibilities.
Speaker 1 and Speaker 3 agree on the plan and prepare to draft the necessary documents.

Meeting Conclusion and Next Steps
Speaker 1 confirms the plan to terminate the contract on April 30 and transition to new management by June 30.
Speaker 3 mentions the need to document the meeting and ensure all board members are on the same page.


The meeting concludes with a vote to proceed with the termination plan, confirming unanimous agreement.
Speaker 1 thanks everyone for their contributions and adjourns the meeting.

Signed
Dr. Paul W. Godfrey
Secretary
Chateau DeVille Condominium Association Tallahassee
