HOAcrew

Run the vote on paper, so the decision survives the meeting

Enter the project, the vendors who submitted proposals and your directors. Get four printable forms: a comparison sheet, a motion and roll-call record, a conflict-of-interest disclosure, and a written-consent form for a decision taken between meetings.

  • No account, no email, no paywall on the result.
  • Copy, download or print — plain text, exactly as shown.
  • Blank forms, not rules. Your documents decide the rules.

1. What is being decided?

Exactly as it appears in your documents — the forms use it verbatim.

Any other trade — roofing, paving, elevators — goes in the project name above.

How is the decision being taken?

2. The proposals in front of the board

Copy each price exactly as the vendor wrote it, including anything one-off. A comparison sheet is only worth having if it reproduces what was quoted.

  • Proposal 1

    Free text on purpose — do not flatten a start-up fee into a monthly number.

  • Proposal 2

    Free text on purpose — do not flatten a start-up fee into a monthly number.

3. Who is voting?

Names go straight onto the roll-call sheet and the written-consent signature block, in the order you enter them.

Whatever you type is printed back as yours. This tool does not know your documents and never fills this in.

Your four forms

Each one is plain text: copy it into your minutes, download it on its own, or print the whole pack. What you see is exactly what you get — printing gives all four forms, one to a page, not just the one showing.

Proposal comparison sheet

One page every director reads before the motion — what each vendor proposed, side by side, in their own quoted terms.

PROPOSAL COMPARISON SHEET
=========================

Association: ____________
Project: ____________
Decision taken: Regular board meeting
Date: ____________

| # | Vendor       | What is proposed | Price as quoted | Term | Can start | Notes |
|---|--------------|------------------|-----------------|------|-----------|-------|
| 1 | ____________ | —                | —               | —    | —         | —     |
| 2 | ____________ | —                | —               | —    | —         | —     |

BEFORE THE VOTE
---------------
Anything a director cannot verify from the proposal itself belongs in the
notes column, not in the price column. Four questions worth settling out
loud before anyone makes a motion:

  1. Is every proposal quoting the same scope?        ____________
  2. What is excluded from each price?                ____________
  3. Which start date works for us?          ____________
  4. Who checked insurance and licensing, and when?   ____________

WHERE THE RULES COME FROM
-------------------------
What your board has to do before it contracts (notice, bidding, spending
limits, owner approval) is set by your association's governing documents and
by the law of your state — not by this form and not by HOAcrew. This pack
merges what you typed into a blank template; it does not know your documents
and it does not check them. Read them, or ask your attorney.

Your work

Everything you type stays in this browser. Nothing is uploaded and no account is created. A shareable link carries this whole packet — the vendors, the directors and the dates — inside the address itself.

Why bother writing it down

  1. 1

    A comparison sheet stops the loudest proposal winning

    Three proposals read aloud from three different formats is a memory test, not a decision. One page with the same six columns for every vendor makes the differences visible — including the ones a lower monthly price was hiding.

  2. 2

    A roll-call record is what protects the board later

    Minutes that say "the board approved the landscaping contract" answer nothing when an owner asks who voted and why. Who moved, who seconded, how each director answered, and the tally: that is the record, and it takes two minutes to fill in at the table.

  3. 3

    A written disclosure is better than a remembered one

    A director whose brother-in-law bid the job is not a scandal — it is Tuesday. It becomes a problem only when the disclosure lives in someone's memory instead of in the file, which is what the third form in this pack is for.

In your console

Or run the whole vote without the paperwork

The forms above are yours to keep, and they work completely on their own. If your community is on HOAcrew, the same vote runs itself: open a project’s proposals, choose Take these to the board, and each member gets their own link.

They open it and vote. No account to create, no portal to learn, nothing to install. Every proposal is laid out in the same format, field for field, so a board member is comparing the proposals rather than comparing how each vendor chose to write one. Where a proposal is silent, the sheet says so instead of leaving a blank that reads like a zero. Members can change their vote until the deadline, and nobody — including whoever opened the vote — can see anyone else’s choice until it closes.

When the deadline passes, the tally freezes and the record assembles itself: the question, the options, who voted, whether quorum was met, and the decision — on one page your secretary can print straight into the minutes.

Join free and run your next vote

Your first community is free. We don’t send your board anything on our own — the console hands you each member’s link to copy, and you send them the way you already reach your board.

Questions worth answering

Does this tell me how many votes I need?
No. That comes from your governing documents and your state, and this tool has never seen either. There is a field where you type what it takes to carry, and the forms print it back as your entry — clearly labeled as yours, not as a rule we are stating.
Is this legal advice?
No. These are blank forms with your project details merged into them. Whether your board may act by written consent, what notice it owes, and what a disclosed conflict obliges anyone to do are all questions for your documents and your attorney. Every form in the pack says so on its face.
What format do I get?
Plain text. Copy any form to your clipboard, download one as a .txt file, or print the pack — printing gives you all four forms, one to a page, not only the one on screen. What you see is character-for-character what you get, so it pastes cleanly into minutes, a document, or an email.
Will the printout have your marketing on it?
No. Printing gives you the four forms and a one-line note at the foot of each saying where it came from. The headline, the sales copy and the sign-up button are all left on screen, because a document going into your minutes should be your document.
Does anything I type get uploaded?
No. The whole tool runs in your browser tab. Your vendors, directors and dates are saved in this browser so you can come back to them, and they are sent nowhere. The share link carries the packet inside the address itself, not through a server.
Can I use it for a trade you do not cover?
Yes. A roofer, a paving contractor, an elevator company — the forms are about the vote, not the trade. Put the work in the project field and the pack does not care what it is.

Comparing prices that are quoted differently? The cost-per-home calculator puts them on the same footing — per home, per month.

A comparison sheet with one column is not a comparison

The forms above assume competing proposals are already in front of the board. If they are not, that is the part to do first: put the work out as a request for proposals, and vendors price the same scope and submit against it. Then the columns on the comparison sheet are comparing like with like.

Your board reviews them, selects one, and contracts with that vendor directly. Your first community is free, then $25 a month each.

Request proposals for this workStart free with one community

You’re a vendor, not a board member? Join for free and see HOA work as it’s posted.