Board proposal vote templates
Run the vote on paper, so the decision survives the meeting
Nothing you type leaves your browser.
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.
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 the vendor proposed.
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. Read it off your bylaws — that is where the threshold lives.
Your four forms
Each one is plain text: copy it into your minutes, download it on its own, or print the whole pack — all four forms, one to a page.
Proposal comparison sheet
One page every director reads before the motion. What each vendor proposed, side by side, in their own proposed terms.
PROPOSAL COMPARISON SHEET ========================= Association: ____________ Project: ____________ Decision taken: Regular board meeting Date: ____________ | # | Vendor | What is proposed | Price as proposed | 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 pricing 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, competitive proposals, spending limits, owner approval) is set by your association's governing documents and by the law of your state — those two are the authority here. This pack merges what you typed into a blank template, so read it against your documents before you rely on it, or ask your attorney.
PROPOSAL COMPARISON SHEET ========================= Association: ____________ Project: ____________ Decision taken: Regular board meeting Date: ____________ | # | Vendor | What is proposed | Price as proposed | 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 pricing 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, competitive proposals, spending limits, owner approval) is set by your association's governing documents and by the law of your state — those two are the authority here. This pack merges what you typed into a blank template, so read it against your documents before you rely on it, or ask your attorney.
Form 1 of 4 · worked up with VendoRFP’s free board vote templates · hoacrew.com/free-tools
MOTION, SECOND AND ROLL-CALL VOTE RECORD ======================================== Association: ____________ Project: ____________ Decision taken: Regular board meeting Date: ____________ Quorum present: [ ] Yes [ ] No Confirmed by: ____________ THE MOTION ---------- Moved by: ____________ Seconded by: ____________ Motion as read: That the Board accept the proposal from ____________ at a price of ____________, and authorize ____________ to sign the resulting agreement on behalf of the Association. Proposals before the board: ____________ ROLL-CALL VOTE -------------- Call each director by name and record the answer as given. A director who abstains should say so on the record. The reason, if any, goes on the disclosure form in this pack. | Director | Seat | For | Against | Abstain | Absent | |--------------|------|------|---------|---------|--------| | ____________ | — | [ ] | [ ] | [ ] | [ ] | | ____________ | — | [ ] | [ ] | [ ] | [ ] | | ____________ | — | [ ] | [ ] | [ ] | [ ] | Tally: For ______ Against ______ Abstain ______ Absent ______ Votes needed to carry, per the Association's own governing documents (as entered by the preparer): ____________ Result: [ ] Carried [ ] Failed Recorded by: ____________ Date: ____________ WHERE THE RULES COME FROM ------------------------- What it takes to carry a motion, and who may vote on it, is set by your association's governing documents and by the law of your state — those two are the authority here. This pack merges what you typed into a blank template, so read it against your documents before you rely on it, or ask your attorney.
Form 2 of 4 · worked up with VendoRFP’s free board vote templates · hoacrew.com/free-tools
CONFLICT OF INTEREST AND ABSTENTION DISCLOSURE ============================================== Association: ____________ Project: ____________ Decision taken: Regular board meeting Date: ____________ Director making this disclosure: ____________ Seat: ____________ THE INTEREST BEING DISCLOSED ---------------------------- Proposals before the board: ____________ Vendor, company, or person this disclosure concerns: ____________ (one of the above, or anyone else) Nature of the interest — describe it plainly. Ownership, employment, a family relationship, work done for you personally, a discount, a gift, or anything else a reasonable owner would want to know: __________________________________________________________________ __________________________________________________________________ WHAT I AM DOING ABOUT IT ------------------------ [ ] I am leaving the room and taking no part in the discussion or vote. [ ] I am taking part in the discussion but abstaining from the vote. [ ] I am voting, and I am disclosing the above for the record. [ ] Other: ________________________________________ Signature: ________________________________________ Date: ____________ Received and entered in the minutes by: ____________ Date: ____________ WHERE THE RULES COME FROM ------------------------- Whether an interest like this obliges you to abstain, and what the board does once it is disclosed, is set by your association's governing documents and by the law of your state — those two are the authority here. This pack merges what you typed into a blank template, so read it against your documents before you rely on it, or ask your attorney.
Form 3 of 4 · worked up with VendoRFP’s free board vote templates · hoacrew.com/free-tools
ACTION BY WRITTEN CONSENT, IN LIEU OF A MEETING =============================================== Association: ____________ Project: ____________ Decision taken: Action by written consent (no meeting) Date: ____________ The undersigned, being directors of the Association named above, record their consent to the following action taken without a meeting: RESOLVED: That the Board accept the proposal from ____________ at a price of ____________, and authorize ____________ to sign the resulting agreement on behalf of the Association. Proposals before the board: ____________ SIGNATURES ---------- A director who does not consent should write "does not consent" beside their signature rather than leaving the line blank, so the record shows a decision rather than a gap. | Director | Seat | Consents? | Signature | Date | |--------------|------|-----------|----------------------|------------| | ____________ | — | Yes / No | ____________________ | __________ | | ____________ | — | Yes / No | ____________________ | __________ | | ____________ | — | Yes / No | ____________________ | __________ | Votes needed to carry, per the Association's own governing documents (as entered by the preparer): ____________ Consents collected by: ____________ Date completed: ____________ WHERE THE RULES COME FROM ------------------------- Whether your association may act by written consent at all, and what it takes to do so, is set by your association's governing documents and by the law of your state — those two are the authority here. This pack merges what you typed into a blank template, so read it against your documents before you rely on it, or ask your attorney.
Form 4 of 4 · worked up with VendoRFP’s free board vote templates · hoacrew.com/free-tools
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.
The record
Why bother writing it down
On the day an owner asks who voted, a sheet in the file answers and a remembered conversation does not.
A comparison sheet stops the loudest proposal winning
Three proposals read aloud in three different formats leave a board deciding from memory. One page with the same six columns for every vendor makes the differences visible, including the ones a lower monthly price was hiding.
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. It takes two minutes to fill in at the table.
A written disclosure is better than a remembered one
A director's brother-in-law proposing on the work only becomes a problem when the disclosure lives in someone's memory instead of in the file — which is what the third form in this pack is for.
Board votes
Or run the whole vote without the paperwork
The forms above are yours to keep and they work on their own. If your community is on HOAcrew™, a VendoRFP platform, the dashboard runs the same vote for you.
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. Each proposal is laid out in the same format, field for field, so a board member is comparing the proposals and not 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. Nobody sees anyone else’s choice until it closes, not even whoever opened the vote.
When the deadline passes, the tally freezes. Out comes the record: the question, the options, who voted, whether quorum was met, and the decision. It is one page your secretary can print straight into the minutes.
Start your application, and run your next vote once your account opensEvery community on the account is free. The dashboard hands you each member’s link to copy, and you send them the way you already reach your board.
Worked example
Three proposals, no meeting
A board deciding by written consent, on a project with three vendors in it. This is the sheet the tool prints for that packet, character for character.
Questions
Questions worth answering
Your governing documents decide what it takes to carry a motion. The forms print back whatever you enter.
- Does this tell me how many votes I need?
- That number lives in your governing documents and your state statute — usually a bylaws article on quorum and voting. There is a field where you type what it takes to carry, and the motion record and the written-consent form print it back word for word, labeled as your entry.
- What does the pack decide, and what stays with us?
- These are blank forms with your project details filled in. 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 — it pastes cleanly into minutes, a document or an email.
- What's on the printed page?
- 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 all stay on screen. A document going into your minutes should be your document.
- Where does what I type go?
- Everything runs in your browser tab, and the companies, directors, and dates you type stay on this device. Even the share link carries the packet inside the address itself, so a colleague opens exactly what you built.
- Can I use it for a trade you do not cover?
- Yes. A roofer, a paving vendor, an elevator company — the forms are about the vote, and any trade fits. Type the work into the project field and it prints through to all four.
- Which four forms am I getting?
- A comparison sheet that puts the proposals in one table, a motion record for the vote itself, a conflict-of-interest disclosure, and a written-consent form for a decision taken without a meeting. They share the same project details, so the vendor names and dates carry across all four from one entry.
- Our board is deciding without a meeting. Does the pack cover that?
- Yes — set the meeting type to action by written consent and the pack changes with it. The form gives you somewhere to record that decision; your bylaws and statute are what say whether you may make it that way.
- One of our directors has an interest in a proposal. What does the pack do?
- It gives you the disclosure form, with the project and the vendors already on it, and a place for the director to say what the interest is. What has to happen next is set by your governing documents and your state statute: whether they leave the room, whether they abstain, or whether nothing changes at all. The form deliberately does not answer that for you.
- The vendor quoted a monthly price plus a start-up fee. Where does that go?
- Type it exactly as the vendor wrote it. The price field is free text on purpose, so a proposal that reads as a monthly figure plus a one-off charge goes onto the sheet in one piece instead of losing the second half to a number box. If you want those two figures reduced to one comparable number, the cost-per-home calculator does that.
Keep reading
Before the motion is made
The forms record a decision. These three are the site's governance writing — the rest of the job the forms are the last ten minutes of.
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- How to reduce HOA board workload without cutting cornersVolunteer HOA boards burn out on chasing companies, paperwork, and endless email threads. Here is how to cut the workload with written defaults, a calendar, and real delegation.Governance · 7 min read
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