Same question. A month later.

• On Sept 8 he brought up two missed visits in August, at Commons and Riverbend. No one called him about either one.
• Your on-time rate dipped to 94% after another missed Tuesday at Hillcrest.
• Priya still owes Lena a walkthrough of Hillcrest Commons after that miss. Check if it's booked before 2:00.
• Your notes say to own it and honor the guarantee if he raises it. Since he dislikes runarounds, consider raising it yourself. Say what happened, what changed and when.

Open item you owe him

• A revised mulch quote is due this Friday, Oct 2. It includes:
• brown-dyed hardwood mulch from Tri-County
• two new beds at Commons: a 60×4 ft strip by the leasing office and a 15×10 ft corner at the north entrance, with edging
• shrubs as a separate option
• You still need final pricing from Dale at Tri-County. Rough estimate is $9,400.

Opportunity

• Hillcrest Ridge is his 40-unit property just over the county line. It may go out for bid in January or February 2027.
• His current vendor there is weak. He'd rather use you if your reliability improves.
• Don't push for it today. A clean fall at Commons is what gets you the first look.

Suggested flow

1. Open with the guarantee: named crew lead, free return trip, same-day text reply.
2. Own the misses and explain what you changed.
3. Confirm the mulch quote arrives Friday, Oct 2.
4. Briefly ask about the timing for Ridge.

Check before you go: the notes list different dates for the misses (March 15, July 15, "Oct 15") and use different crew names. One note even blames Greg for a miss. Don't quote a specific date or who was at fault unless you're sure.

• Snow removal calls, due 10/15. Call each of the 9 accounts yourself to tell them you're dropping snow removal.

You also said you'd bring donuts if the team has to move to Saturday morning.

What others owe you

• Priya: The Truck 4 inspection was due 9/25 and is overdue. She's waiting on parts from the shop. She also owes you the April crew plan by 10/8.
• Miguel: Pruning numbers to Jess this week for the Oakview bid.
• Marcus: Clean up the 19 junk HubSpot deals by tomorrow.

Want me to mark any of these done or move a due date?

• If something goes wrong, we'll tell you first. We'll fix it and tell you what we changed.

This bid covers all 14 acres of common areas: mowing, bed care, trimming and pruning. The pages that follow list the scope, the schedule and the pricing line by line. It updates the rough overview we sent Ray on September 18.

We know you want this ready for the October board meeting. You'll have it by Friday, October 16.

Dana Ruiz Owner, Ruiz Landscape Co.

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Before this goes out:

• Crew lead: I put Miguel in brackets because he leads Crew A on your HOA accounts. Nothing I found says he's been assigned to Oakview, so please confirm.
• Scope: The pruning pricing still depends on Miguel's numbers. Jess is about 40% through pricing overall. Change the scope line if anything moves.
• Timing: One of your notes says about four weeks are left, but October 16 is 16 days away. The bid is already marked off track, so plan around 16 days.

• Crew burnout. Two guys quit in February because they were exhausted, not over pay. One had been with you six years. The 2 AM call-outs were the main complaint.
• Short on people. You're already four people short for summer, so staffing winter crews too wasn't realistic.

Jess wanted to keep it for January cash flow and suggested raising prices instead. Priya and Miguel wanted to stop, and you decided to stop.

What was agreed:

• If a commercial client asks for snow work, you'll look at the numbers again. You won't do residential.
• If customers ask for a referral, give them two vendor names, not one.
• Jess's winter pruning package covers part of the lost revenue. Four commercial customers have already said they're interested.
• You're calling all 9 accounts yourself by Oct 15. It's not public until then.
• Miguel is finding out what the plows and spreaders would sell for.

Heads-up: Brian Nowak at Nowak Auto emailed last December asking for a 2026 snow quote for his 2.5-acre lot in Olathe. It's a commercial request, so it's the kind of job you said you'd reconsider.

• 🔴 Send Hillcrest Properties revised mulch quote (brown-dyed mulch, two extra beds at Hillcrest Commons) (Ruiz Landscape Co.) — Complete this item from your owner to-do list

CEO, Ruiz Landscape Co.

Recent activity (last 7 days, top 5):

• Tell the 9 former snow removal accounts we are dropping snow

Owner: Dana Ruiz. Dana calls each of the nine accounts personally.

• Deliver new sales price sheet to the sales team

Owner: Dana Ruiz. Final numbers for mulch, aeration, and fall cleanup.

• Approve two vendor invoices for Janet (Tri-County #4471, Green Valley #2210)

Owner: Dana Ruiz. Tri-County Supply invoice 4471 for $6,318 and Green Valley Irrigation invoice 2210 for $2,140.

• Bring April crew schedule and staffing decisions to Dana

Owner: Priya Shah. Which crews cover which properties, start dates, and headcount for April.

• Send Hillcrest Properties revised mulch quote (brown-dyed mulch, two extra beds at Hillcrest Commons)

Owner: Dana Ruiz. Greg Whitaker asked for brown-dyed mulch and two extra beds at Hillcrest...

Let me know if I missed anything or if the board has more questions.

Thanks again, Dana Ruiz Ruiz Landscape Co.

---

Please check:

1. Who it goes to: I don't have the board contact's name saved. Who should get this?
2. East strip: My note only says "east strip." Tell me what you agreed and I'll fix that line.
3. Price hold: I read it as keeping the $34.5K/yr rate. Correct me if the board agreed to something else.

I haven't sent anything. Do you want me to add a reminder for the Oct 1 scope deadline?

• 🔴 Win the Oakview HOA bid: 30% (you)
• 🟡 New price sheet: 40% (Jess)
• 🟢 Safety training: 90% (Tasha)
• 🟢 Fall cleanup program: 80% (Miguel)

Issues to work through (60 min)

1. Crew hiring pipeline is thin, which ties to the hiring rock
2. Oakview has gone quiet since your Sep 18 pricing email
3. Winter revenue gap now that snow removal is dropped (Jess's winter pruning package)
4. Truck 4 grinding noise; the inspection is waiting on a part from the shop
5. HubSpot data is messy (Marcus is cleaning it up)

Some of the blockers are on your to-do list:

• Oakview: you still owe Carol the list of 3 HOA references. That may be why they've gone quiet.
• Price sheet: the to-do for final numbers (mulch, aeration, fall cleanup) is yours, so Jess's rock may be waiting on you.
• Other open items: calls to the 9 former snow removal accounts, approving Janet's two invoices ($6,318 + $2,140), the Hillcrest mulch quote and the Parkside revised scope.

Do you want me to send Carol the Oakview references or start Q4?

• Greg Whitaker makes the decisions and handles contracts and money. He's the one who gets the call when something goes wrong. Bad communication and runarounds bother him more than bad news. He likes people who write everything down.
• Lena Ortiz handles scheduling: dates, gate codes, who's coming. "Greg decides, Lena schedules."

What's happening now

• Missed visit at Hillcrest Commons: a Tuesday service (mow, edging, lot cleanup) was skipped because the route sheet was wrong. Lena called twice, and Greg noticed. Luis sent 3 crew members today. Priya is calling Lena back to confirm the work and explain the fix.
• Mulch quote: Greg wants brown-dyed hardwood mulch (Tri-County Supply) and two new beds at Commons:
• A strip by the leasing office, about 60' × 4', currently gravel
• A corner bed at the north entrance, about 15' × 10', bare since the honey locust came out
• Both get edging and shrubs; shrub details are still open.
• Dana owes Greg the revised quote by Fri, Oct 2. The estimate is about $9,400, with a target close of Oct 30.
• Spring 2027: On 9/24 Greg asked if we can start mowing at all 6 sites the first week of April. He'd rather hear now if that's tight.

The big prize

• Hillcrest Ridge is Greg's second property, a 40-unit complex just over the county line, worth about $61K/yr. It's likely going out for bid in Q1 2027. He's unhappy with his current vendor there and would rather give it to us if we prove we're reliable. Clean service at Commons gets us first look.

Your next steps

• Sit in on an upcoming Hillcrest call.
• Walk the properties with Priya. She's also writing down what she knows about the account that isn't in the notes yet.
• Dana will decide in a few weeks when you're ready to take over.

---

Three things to sort out before you send:

1. Missed visit: one note says you'll bring it up with Greg yourself on next Tuesday's call. Another says you won't raise it and will only take responsibility if he does. Which is it?
2. Marcus on calls: one note has him on the 2 PM call listening for the first 10 minutes. Another says he'll skip the first call and join the second, so he doesn't walk into a tense one. Which is it?
3. April start: I don't see a reply to Greg's 9/24 email. Has anyone answered him?

3. Cedar Ridge Apartments, $11.8K. Optional check-in. The proposal went out Sep 21 and your notes say it's on schedule. A short nudge could still help.

No action needed:

• Maple Grove, $22K: Crew A is confirmed for Oct 20. The deal is still marked "negotiation," so you may want to mark it won.
• Hillcrest Ridge, $61K: It isn't expected to go out for bid until Q1 2027.

None of these deals has a next step or date in your pipeline. Want me to add them, or mark Maple Grove as won?

• Truck 4 inspection is 5 days late (Priya). The shop is still waiting on parts.
• Mulch delivery moved from today to Fri Oct 2. Dale says the quarry lost two days to rain. Same load, same price.
• Last week's scorecard: on-time visits were 92% vs. a 95% target, and new leads were 11 vs. 12. Callbacks hit target.

🔜 Due soon

• Tomorrow: Parkside revised scope (April start, east parking strip, price held through June).
• Fri: Hillcrest mulch quote to Greg. You need Dale's brown-dyed mulch price first.
• Wed 10/7: Approve Janet's invoices. You wanted to check Green Valley's against the Maple Grove work order first.
• Fri 10/9: New price sheet. It's at risk while you wait on Tri-County's real mulch number.
• Cedar Ridge ($11.8K): No word from Pam since 9/22, and aeration needs to happen by mid-October.

I can't tell whether Marcus cleaned up the 19 HubSpot deals. It's worth asking him.