Summary Report Troon Town Hall

Troon Town Hall / Association Management Agreement Findings

Sun Lakes Country Club Homeowners Association | October 2026

Purpose and Overall Finding

The underlying report compares material statements made during the October 6, 2026 Troon Town Hall with the written Association Management Agreement. Its central concern is not that the Board surrendered ultimate authority to Troon. Rather, several Town Hall statements appear to describe Troon's contractual authority more narrowly than the agreement does. The agreement delegates substantial day-to-day authority over personnel, scheduling, vendor supervision, contract negotiation, purchasing, golf operations, charges, budgeted expenditures, and operational standards, while reserving selected approvals to the Board.

Principal Findings

·         Procurement and spending authority. The Town Hall statement that the contract does not give Troon procurement authority is difficult to reconcile with provisions assigning Troon contract-negotiation, vendor-supervision, purchasing, and Pro Shop procurement functions. The report also concludes that the suggestion that any meaningful expenditure requires separate Board approval understates management authority over recurring contractual obligations and approved-budget items.

·         Blank Exhibit D — Labor Costs. Members were told that staffing and payroll information could not be provided until November 1. The agreement, however, describes Exhibit D as attached and incorporated into the agreement and states that it sets forth total labor costs. The report therefore questions why this incorporated financial document was not completed in the executed copy disclosed to members.

·         Board authority versus delegated Troon authority. Although the Board remains the ultimate governing body, the agreement gives Troon meaningful operational discretion over staffing, scheduling, vendors, golf operations, purchasing, and related functions. The report finds that simply stating that the Board is 'the decision maker' does not fully explain this delegation.

·         Fees and charges. The agreement gives Troon an express role in assessing, recommending, and administering certain golf-related rates and charges. The report considers the Town Hall description that these matters are solely Board decisions materially incomplete.

·         Transition support and General Manager requirements. The agreement contains measurable requirements for senior Troon transition support, including a $2,500 reduction in the management fee for each required missed day. It also reserves final General Manager selection to the Board and requires specified professional qualifications. The report recommends verification of compliance with both provisions.

·         Proposal disclosure and governance transparency. A Board representative stated that all proposal information had been provided to new Board members, but a sitting director immediately disputed that statement and said she had not been shown all proposals. The report treats this as a separate governance and transparency concern that can be resolved through production of the proposal-distribution record, evaluation materials, and related Board records.

Recommended Actions

The report recommends that the Board and Troon identify the specific contract provisions governing procurement and spending authority; produce the completed Exhibit D and explain when it was completed; document compliance with the transition-support and General Manager requirements; disclose any separate incentive-fee terms; and produce the complete vendor-selection and proposal-distribution record.

Governance and Transparency Concern

The proposal-disclosure issue is significant independently of the merits of selecting Troon. The question is whether every director responsible for evaluating, approving, overseeing, or defending the Troon engagement had access to the complete procurement record. Because the Town Hall contains directly conflicting representations on this point, the report recommends resolving the issue through documentary disclosure rather than competing recollections.

Conclusion

The report identifies two related concerns: whether members received an accurate description of the authority actually delegated to Troon under the signed agreement, and whether the Board's own management-company selection and oversight process was sufficiently informed and transparent. The strongest issues for formal clarification are procurement and budgeted-spending authority, the incomplete Exhibit D, the distinction between ultimate Board authority and delegated Troon authority, and the contradictory statements concerning disclosure of vendor proposals.

Source: Troon Town Hall Findings Report dated October 2026, based on the October 6, 2026 Town Hall transcript and the Association Management Agreement.