Partnership Planning · Operational Alignment
Stagg Fiduciary × Cameron White Homes
Workflow Integration Meeting
8Decisions
12Action Items
6Open Questions
2Active Cases
Jun 8Next Milestone
Meeting Summary
Cameron White and Josh (Stagg Fiduciary) convened to formalize the operational framework for their emerging real estate partnership. The session covered documentation architecture, compensation structure for property coordination, workflow tooling (Asana), and governance protocols. Both parties reached strong alignment on a long-term, exclusive partnership model. A staff presentation is scheduled for June 8, 2026.
Decisions at a Glance
- No master services agreement — per-entity engagement docs
- All signatures through Scott (Stagg authority), not beneficiary families
- 10% markup on all vendor coordination by Cameron
- Weekly drive-by with timestamped photo log
- 3-bid threshold trigger for large expenditures
- Asana as shared PM / tracking platform
- Use Stagg existing legal paper as starting point for custom forms
- Staff presentation: June 8, 10–11 AM at Stagg offices
Priority Action Items
- Cameron: Locksmith rekey of Scarlet Trust properties (tomorrow)
- Cameron: Submit listing packet for Lawrence Scarlet Trust → Julie/Josh → Scott signature
- Josh: Share Stagg existing legal forms / paper
- Joint: Draft vendor markup authorization form
- Cameron: Set up Asana — invite Josh, Jed, Julie + case managers
- Cameron: Calendar invite to Josh for June 8 presentation
- Joint: Prepare Asana demo / presentation for Stagg staff
- Joint: Draft conflict-of-interest disclosure framework
Governance & Structure
No Master Services Agreement — Per-Entity Engagement Docs
Decided
A blanket MSA was explicitly rejected. Every engagement is entity-specific: Stagg appears as personal representative for an estate, conservator of an individual, trustee of a trust, or agent to a trustee. Each unique role requires its own engagement document. Cameron's client of record is always the legal entity (e.g., Lawrence H. Scarlet Family Trust), never Stagg as an institution.
Signature Authority — Scott Only, Exception Process for Anything Else
Decided
All document signing flows to Scott (Stagg's authorized signatory). Cameron will never wait on beneficiary family signatures. If an exception arises, Josh will communicate it explicitly through a formal exception process. Near-term: DocuSign is being adopted to streamline this workflow.
Compensation & Financial
10% Markup on All Vendor Coordination
Decided
Cameron earns a 10% markup on all third-party vendor invoices he coordinates (landscaping, maintenance, appraisals, etc.). Payment can be handled as: (a) invoiced through title at closing, (b) monthly/annual invoice, or (c) Cameron floats costs and Stagg reimburses net-30. The specific billing method is flexible but must be documented in a vendor markup authorization form.
Hourly Rate for Coordination Work (TBD — Pending)
In Progress
Josh wants Cameron's time valued beyond just the markup — an hourly rate should be assigned for coordination work that doesn't carry a commission. The exact rate was not set in this meeting and remains an open item.
Operations & Workflow
Weekly Drive-By with Timestamped Photo Documentation
Decided
Cameron will conduct weekly property drive-bys, photograph conditions, and upload to the property's Asana record with a date/time stamp. This creates an auditable log visible to Stagg at all times — preventing the type of "who authorized the water disconnection" issues experienced with prior agents.
3-Bid Threshold — Expenditure Controls
Decided
Any expenditure above a defined threshold (specific dollar amount TBD) requires Cameron to surface 3 competitive bids inside the Asana project record before proceeding. This addresses the "hidden cost" risk Josh flagged based on prior brokerage experience.
Asana as Shared PM / Tracking Platform
Decided
Asana will serve as the central system of record for all Stagg/Cameron activity across three lanes: L1 Transactions, L2 Property Management, L3 Bucket Coordination. Cost (~$20/user/month) is an open negotiation — Josh said he'd think on who shoulders it. Stagg has 5 current case managers, hiring a 6th. Legal and accounting may also need access.
Stagg Legal Paper as Starting Point for Custom Forms
Decided
Rather than Cameron drafting new documents from scratch, Josh will share Stagg's existing legal templates. Cameron will redline from those as needed. Standard Utah forms (agency, property management, state-required disclosures) are handled by Cameron's brokerage. Custom items (vendor markup auth, hourly coordination, conflict-of-interest) need to be drafted collaboratively.
Immediate — This Week
Rekey all Lawrence Scarlet Trust properties
Due: Tomorrow (May 21)
Locksmith is scheduled. Cameron to receive invoice, apply 10% markup, and route through Stagg's billing process. This is the first vendor markup transaction — sets the precedent for the compensation model.
CW
Cameron White
Submit completed listing packet for Lawrence Scarlet Trust
Urgent
Cameron fills standard seller listing packet with Lawrence Trust entity information. Packet routes to Julie → Josh → Scott for signature. Property walkthrough/intake form to be completed on Thursday with all data saved to the property's Asana profile.
CW
Cameron White → Julie → Scott
Near-Term — Next 2 Weeks
Josh to share Stagg's existing legal forms and paper
Josh
Provides Cameron a starting point for redlining rather than creating custom documents from scratch. Priority items: engagement letter template, any existing property coordination agreement.
JS
Josh (Stagg)
Draft Vendor Markup Authorization Form
Joint
Simple form authorizing Cameron to coordinate vendors on a specific property with 10% markup. Josh will work with Stagg's in-house counsel or Cameron will draft. Should include bid threshold trigger language and reporting requirements.
JC
Joint — Josh & Cameron
Set Up Asana Workspace + Invite Stagg Team
Cameron
Configure the 3-lane structure (L1 Transactions, L2 Property Management, L3 Bucket). Invite: Josh, Jed, Julie, 6 case managers. Determine if legal/accounting also need access. Send PowerPoint preview deck to Josh/team before June 8 staff meeting.
CW
Cameron White
Draft Conflict-of-Interest Disclosure Framework
Joint
Define the process for when Cameron or a Cameron investor wants to purchase a Stagg fiduciary property. Historical approach: arm's-length with separate representation for each side. Josh flagged he has a current situation that will need this framework — to be walked through as a working example.
JC
Joint — Josh & Cameron
Scheduled
Send Calendar Invite — June 8 Asana Presentation at Stagg
Admin
Cameron to send formal calendar invite to Josh. Josh confirmed conference room is booked. Jed will be absent — Josh to brief separately. 10:00–11:00 AM. Location: Stagg Fiduciary offices.
CW
Cameron White → Josh
Prepare & Deliver Asana Staff Presentation
June 8, 10–11 AM
Full team walkthrough of the Asana platform: property intake forms, 3-lane structure (L1/L2/L3), task assignment, photo documentation workflow, drive-by log, CMA and document storage. Goal: Stagg team leaves with a turnkey system they can hand off confidently.
CW
Cameron White — presenting at Stagg
Establish Hourly Rate for Coordination Services
In Discussion
Josh wants Cameron's time assigned an hourly rate for property coordination work that doesn't carry a sales commission. Rate not agreed upon — needs to be added to next agenda or handled via email.
JC
Joint
Solomon/Wendy Wong Property Specific
Oversee $38,000 Retaining Wall Construction
In Progress
Trust-funded project on individual-owned property. Cameron to act as on-site oversight — periodic visits to verify contractor compliance, given Solomon Wong's tendency to push back on costs. Funded by Wendy's personal injury settlement trust (use-it-or-lose-it provision).
CW
Cameron White (oversight)
Coordinate Elevator & Accessibility Modifications — Wong Property
Planned
Elevator installation planned for access to unfinished basement. Landscape work also in progress. Cameron to engage qualified contractors, coordinate bids, oversee work. Formal hourly/coordination agreement needed before work expands significantly.
CW
Cameron White
Unresolved — Requires Follow-Up
What is the expenditure threshold that triggers the 3-bid requirement?
Unresolved
Both parties agreed in principle to a dollar-amount trigger, but the specific number was never established. This needs to be codified in the vendor markup authorization form before Cameron processes significant vendor invoices.
Why it matters
Without a defined threshold, Cameron has no governance guardrail for discretionary spending. The locksmith rekey (happening tomorrow) likely falls below threshold, but the $38K retaining wall and elevator work clearly exceed it.
Who pays for Asana licenses?
Pending Josh's Decision
~$20/user/month. Josh said he'd think on it. Two options discussed: (a) Cameron shoulders the cost as a tool he's providing, or (b) Stagg treats it as an operational expense given it manages their properties. Cameron offered to manage the licenses either way. Needs resolution before June 8 presentation.
What is Cameron's hourly rate for coordination/oversight work?
Unresolved
Josh explicitly said Cameron's time should be compensated beyond the 10% markup when he's doing oversight, drive-bys, or vendor management that doesn't attach to a sale. No rate was proposed or agreed. Should be established before the Wong property oversight work expands.
Conflict-of-interest disclosure protocol — exact process not defined
Framework Needed
If Cameron or a Cameron investor wants to purchase a Stagg fiduciary property, what is the required disclosure and representation structure? Josh noted an active situation coming that will serve as the first real test case. No formal protocol drafted yet.
Who needs Asana access at Stagg — and at what permission level?
Logistics Unresolved
Confirmed: Josh, Jed, Julie, 6 case managers. Possible: legal department, accounting. Josh needs to confirm the full user list before Cameron configures the workspace. Affects license cost and permission/visibility settings.
Wong property oversight — ongoing or time-limited engagement?
Scope Unclear
The Wong property is trust-funded but not trust-owned. Cameron's oversight role may end when the construction projects complete, since Solomon Wong is an active homeowner. The scope of ongoing coordination vs. project-only engagement was not defined. Needs a dedicated mini-agreement.
Current Engagements
Lane 1 — Transaction
Lawrence H. Scarlet Family Trust
Estate / Trust Property Sale
StatusPre-List
Entity TypeIrrevocable Family Trust
Signing AuthorityScott (Stagg) as Trustee
Properties2 (both green / pre-list)
Immediate Next StepListing packet → Scott signature
LocksmithMay 21 (rekey both properties)
WalkthroughThursday (intake form)
Lane 3 — Bucket Coordination
Solomon & Wendy Wong
Trust-Funded Improvements, Individual-Owned Property
StatusActive — Construction
Trust TypeState personal injury settlement trust
Funding NoteReverts to state at Wendy's death
Active Project$38K retaining wall (60° grade)
Planned ProjectElevator / basement accessibility
LandscapingIn coordination
Homeowner DynamicSolomon: highly detail-oriented, cost-conscious caregiver
Cameron's RoleOversight / vendor compliance check
Historical Context — Lessons from Prior Agents
Water utility incident (prior agent — Midfield property): Agent offered to put utilities in his name, then forgot. Property went months without water while under listing. Buyer's agent discovered unlocked back door via property tour. Lesson: photo-log and timestamped drive-bys with Asana documentation would have surfaced both issues immediately.
Appraisal wrong-property error: Rush appraisal order submitted on wrong property due to ambiguous email. Resulted in two appraisals of record with conflicting values near estate tax basis — active legal exposure. Lesson: structured intake forms with property-specific assignment fields are critical.
Appraisal wrong-property error: Rush appraisal order submitted on wrong property due to ambiguous email. Resulted in two appraisals of record with conflicting values near estate tax basis — active legal exposure. Lesson: structured intake forms with property-specific assignment fields are critical.
Milestones & Upcoming Dates
May 20, 2026 — Today
Partnership Alignment Meeting — Completed
Cameron & Josh aligned on governance, compensation, documentation, and Asana rollout. 8 key decisions reached. Stagg presentation scheduled.
May 21, 2026 — Tomorrow
Property Rekey — Lawrence Scarlet Trust
Locksmith secures both properties. Cameron receives invoice, applies 10% markup, submits to Stagg. First vendor markup transaction — sets billing precedent.
This Week
Property Walkthrough — Intake Form Completion
Cameron visits Scarlet Trust properties Thursday, completes intake form (interior/exterior photos, condition notes). Data saves to Asana profile, giving Stagg full visibility.
Within 2 Weeks
Legal Forms Exchange & Vendor Markup Authorization Draft
Josh shares Stagg's existing legal paper. Cameron redlines. Vendor markup authorization form drafted (jointly with Stagg counsel or Cameron's attorney). Threshold trigger amount established.
By June 7, 2026
Asana Workspace Configured — Team Invited
L1/L2/L3 lanes built. All Stagg case managers added. Scarlet Trust and Wong properties fully populated. Preview deck sent to Josh ahead of staff meeting. License cost decision made.
June 8, 2026 — 10:00–11:00 AM
⭐ Asana Presentation to Stagg Staff
Cameron presents at Stagg offices (conference room reserved by Josh). Full team walkthrough of 3-lane workflow system. Jed absent — Josh to brief separately. Goal: entire Stagg team operationally ready to use the platform.
Ongoing
Wong Property Construction Oversight
$38K retaining wall underway. Elevator planning in progress. Cameron providing periodic on-site oversight, contractor compliance verification, and reporting. Formal hourly coordination agreement to be established.
Near-Term (per Josh)
DocuSign Integration for Stagg Signatures
Josh noted DocuSign is being adopted to replace the current Scott wet-signature process. Will streamline engagement document execution for Cameron's listing packets and vendor forms.
Key Quotes Worth Keeping
"I'm in this for the long game with you guys. This is an eternal marriage with me, buddy."
— Cameron White, on partnership commitment to Stagg Fiduciary
"My goal is to dominate all of your real estate stuff."
— Cameron White, on partnership exclusivity goal
"I want to make sure that we're 4-cornered as tight as we possibly can so that there's no concerns."
— Cameron White, on governance and documentation rigor
"These relationships rise and fall based on communication. I want you to be able to say anything you want to say and I want to reserve the right to say the same — and let us still be adults and be okay."
— Josh (Stagg), on communication expectations for the partnership
"All you had to do was tell me, and either decline the work, we find somebody else to do it, or charge me what it's worth."
— Josh (Stagg), recounting a vendor relationship lesson — applies to Cameron's engagement as well
"I run really tight governance in my world, and so I figure this fits well with what you're doing."
— Cameron White, on cultural alignment with Stagg's documentation standards
"I don't want to do anything outside of what's expected. This needs to be smart on both sides."
— Cameron White, on the 10% markup model and transparency
"In no case is Stagg... never a plain. It's Stagg as personal representative, or Stagg as conservator, or Stagg as trustee. There's going to be some authority we're working underneath."
— Josh (Stagg), clarifying the correct entity structure for every engagement document