SELF-MANAGED HOAs AND CONDOMINIUMS
Your board already runs a
governance year.
The notice, the annual meeting, the minutes, the resolution, the record, the dues and the election. Right now those live in a Gmail thread, a Word document and a folder in somebody's house. Put them in one place that outlives this board.
$348 a year for a community of up to 50 members. Every band gets every module.
THE GOVERNANCE YEAR
Seven things, in the order they happen.
Not a feature list. This is the year your secretary is already running by hand.
§ 01
The notice
Set the meeting date and the workspace shows the notice window your state names for your organization type, with the citation beside it. Send the notice to the roster you already keep, in one action, with a permanent record of what went out and to whom.
It never tells you the notice was legally sufficient. Your bylaws and your state law decide that.
§ 02
The meeting
Publish the agenda and the supporting records with the notice. Collect RSVPs, and proxies from owners who cannot come, named from their own page or keyed in from paper. Watch quorum move with the proxies counted, so the night before the meeting you know whether you have one.
§ 03
The minutes
The minutes are a structured record, not a Word file: chair, recorder, attendees, whether quorum was present, the discussion, each motion with its mover, seconder and count, and the action items. Publishing them files them into the record.
§ 04
The resolution
A motion that passed becomes a numbered resolution with the meeting behind it as provenance, the date it was adopted, and the vote count. The resolution log is the answer to "when did we decide that", years later.
§ 05
The record
Bylaws, resolutions, policies and minutes in one place: numbered, versioned, searchable, and visible to owners the moment the board publishes them. Owners stop emailing the secretary for a copy.
§ 06
The dues
Set the dues period, record who has paid and how, print each owner's statement, and let the reminder ladder go out before the due date and after it. Every owner can see their own standing without asking anyone.
We never touch the money. Dues keep arriving the way your association takes them today, by check, bill pay or Venmo.
§ 07
The election
Board seats, budgets and amendments run on the vote.direct election engine: verified voters, secret ballots, and a tamper-evident record of the result. Owners with no email get a mailed access letter or a full ballot packet, counted in the same tally.
NOTICE, WITH THE LEAD TIME
The date your state names, beside the date you picked.
Notice is where a challenged decision usually falls over, and it is arithmetic nobody wants to do twice a year.
For a Florida condominium annual meeting on December 1, first notice must go out by October 2, which is 60 days before, and second notice between October 28 and November 17, which is 14 to 34 days before. Fla. Stat. 718.112(2)(d).
Where your state has a structured rule we show the window and the citation. Where we have only the statutory text we show the text and no date, because computing a deadline from prose is how a board gets a wrong answer in a confident font. Where your state says nothing, your bylaws set the period, and your bylaws win over our default in every case.
The Florida window above is a worked example of the rule as we read it, not advice about your meeting. Our reading, to support your review, not legal advice. Confirm with your attorney before the board acts. We never tell a board that it is compliant.
THE DUES, PLAINLY
This is not accounting software.
Here is what that means for your dues, before you spend an hour on it.
We keep the dues register: who owes, who has paid, how and on what date. We print each owner's statement and send the reminders, before the due date and after it. The money keeps arriving the way your association takes it today, by check, bill pay or Venmo, and it never passes through us.
What we do not have is a general ledger, bank reconciliation, a lockbox or a way for owners to pay online. Collecting dues online, with a ledger behind them, is what accounting software such as PayHOA and HOA Start is built for. Nothing here asks you to change how your money moves or where your books are kept.
We also do not do violations, fines, hearings or work orders.
WHAT AN OWNER SEES
The link is the login.
Every hour your secretary spends resetting passwords is an hour not spent on the community. So there are no passwords.
- An owner receives a link and the link opens their page. Nobody creates a password.
- One page holds their ballots, their meetings, their dues standing, their requests and the records the board has published.
- The type is large and clear, and every button is large enough to tap.
- An owner with no email address is reached on paper, through the same roster, and lands in the same record.
TAKE SOMETHING WITH YOU
Use these before you buy anything.
No account, no email address, nothing stored. If they are all you ever take from us, that is a fair trade.
Notice date calculator
Your state, your organization type, your meeting date. It gives you the notice window with the citation and the disclaimer, and a one-page schedule you can print for the board packet.
OPEN THE CALCULATOR
Board meeting minutes template
The structure a challenged set of minutes needs: attendance, quorum, each motion with its mover, seconder and count, and the action items. Print it and fill it in by hand if you want.
GET THE TEMPLATE
What it costs
The annual bands by community size, what is included in every one of them, what costs money per use, and how to get an invoice your treasurer can take to the board.
SEE THE BANDS
HOA voting rules by state
Notice, quorum and proxy rules for all fifty states, on vote.direct. Our reading, to support your review, not legal advice.
READ YOUR STATE
QUESTIONS BOARDS ASK
Questions self-managed boards ask.
Is this accounting software?
No, and it is worth saying plainly. There is no general ledger, no bank reconciliation and no way for owners to pay online. We keep the dues register, print each owner's statement and send the reminders, while the money keeps arriving the way your association takes it today, by check, bill pay or Venmo. Around that we run the governance year: the notice, the meeting, the minutes, the resolution, the record and the election.
Will it tell us our notice was legally sufficient?
No. Where your state has a structured rule we show the window and the citation, and we say it is our reading. Your bylaws and your state law decide whether a notice was sufficient, and your attorney confirms it. We never tell a board it is compliant.
Some of our owners do not use email or websites much. Does that work?
Yes. The link is the login, so nothing has to be remembered, and the type is large and clear. For owners with no email address, a mailed access letter or a mailed ballot packet reaches them on paper and lands in the same tally.
Can we run the annual meeting election here too?
Yes. Board elections, budget approvals and bylaw amendments run on the vote.direct election engine: verified voters, secret ballots, and a tamper-evident record of the result. Every band includes unlimited decisions: every vote among the members on your roster, cast online, as often as the board holds one.
Can members vote during the meeting itself?
Yes. At the meeting itself, members check in once and vote on each motion from their phones as the chair puts it. The chair runs the floor from one screen, with the standard motions of Robert's Rules and the vote each one needs already filled in, and the record shows who voted, never how. It is in the Meetings room, under Live meetings. A meeting held for a list of your own members is in the plan, as often as the board meets. Each person on the list has one vote, or each address does when the association votes by home: everyone listed for an address shares its vote, and the chair can record a proxy for an address. Everyone checks in with a code sent to their email address.
We are self-managed. Do we have to switch anything else?
Nothing. Keep your accounting where it is and keep your management company if you have one. Send us the roster and we load it for you on the phone. Call or text (512) 222-8191.
THE SHORT WAY IN
Send us the roster. We do the rest on the call.
Most boards never finish a setup they start alone at 9pm. Send the spreadsheet, however messy it is, and we load it with you in one sitting.