Board module
Projects with bids from three vendors, the board's vote, minutes with electronic signatures and vendor contracts you can follow to the last payment. The whole decision, in one place.
01The problem
Today a board decision lives in bids sent by email, a phone call, minutes in a Word file and a contract nobody can find. Months later, nobody remembers who approved what, or on what terms.
02What it does
Nine tools that work together.
Projects and votes
Each decision is a project with its context, its bids and each board member's vote.
Notices
Notices from the board to the community, with the decision and its reasons.
Contracts
From the draft contract to the vendor's signature, with follow-up until the work is done.
Vendors
A directory with the vendors of each project, and a portal where each vendor bids and sees its contracts and payments.
Minutes
Generated when the vote closes and signed electronically.
Files
Insurance policies, bids, contracts and receipts in one searchable archive.
Preventive maintenance
Each common asset with its plan. Before the due date, a reminder arrives and the project is drafted.
Contract payments
Each contract's payment schedule, and every payment recorded with its receipt.
Work orders
Maintenance staff close each order with before-and-after photos and a signature.
03One decision, start to finish
A project opens. A signed contract comes out.
Resurface the pool deck, replace the gate, repaint the clubhouse: the path is always the same, and it stays on the record.
- 1
Manager
Scope of work
The manager opens the project: subject, description, scope and what needs to be solved.
See it on the platform - 2
Vendors
Three bids
Three vendors submit their bid on the same terms.
See it on the platform - 3
Board
Context and discussion
The board reviews the context and the bids in one place, asks questions and comments.
See it on the platform - 4
Board
The vote
Each board member's vote is recorded, and the project closes with a clear result: approved or no majority.
See it on the platform - 5
Platform
Minutes, generated
When the vote closes, the minutes of the decision are generated with the detail of every vote.
See it on the platform - 6
President and secretary
Electronic signatures
They get a notification and sign the minutes electronically, with an audit trail.
See it on the platform - 7
Platform
Draft contract
If approved, the draft contract is generated from the project; it only needs to be signed.
See it on the platform - 8
Vendor
Contract and follow-up
The vendor gets an email to sign, and every milestone is recorded in Contracts.
See it on the platform
TREBET keeps the record. How and when your board may vote depends on your state's law and your governing documents.
04Anatomy of a project
All the context on one screen.
Board members don't have to search for anything: the scope, the three bids and the vote status are together.
05Vendor portal
Your vendors work in TREBET too.
No more chasing bids by email. Each vendor answers the request in the same place, on the same terms.
- Gets the bid request with the scope of work and the deadline.
- Sends and adjusts its bid while the project is a draft, and never sees the other bids.
- Sees its contracts, the payment schedule and each payment recorded.
06Preventive maintenance
The elevator won't wait for someone to remember.
Each common asset with its maintenance plan. Before every due date, a reminder arrives and the project is drafted with the usual vendor.
- 1
Platform
On-time reminder
Before each due date, the manager gets one reminder.
- 2
Platform
Project drafted
With the scope of work ready and the usual vendor invited to bid.
- 3
Board
The board decides
The project follows the same path: bids, vote, minutes and contract.
- 4
Staff and board
Work order and report
Staff close each order with a photo and a signature, and the board gets a monthly report.
07Contract payments
From the signed contract to the last payment.
Each contract keeps its payment schedule and every payment with its receipt. The final payment waits until the work is signed off, and the vendor always knows what is left.
08FAQ
About the board in TREBET.
01Can our board vote in TREBET?
TREBET keeps each project's bids, the board's vote and the signed minutes together. How and when your board may vote (in an open meeting, by written consent or otherwise) depends on your state's law and your governing documents. When in doubt, ask your association's attorney.
02What happens if there is no majority?
That is recorded too. The minutes say the decision didn't get the votes, and the project can be reopened with new terms.
03Do vendors need an account?
Vendors get an email to bid and to sign. If they want, they work in TREBET with their own user: they see the requests sent to them, their contracts and the payments recorded, but never the other vendors' bids.
04Are electronic signatures valid?
TREBET records each signature with an audit trail. Whether your minutes and contracts may be signed electronically depends on your governing documents and your state's law; most boards confirm it once with their attorney.
05Is the Board module available in English?
Not yet. It runs today for residential communities in Colombia, in Spanish. We are preparing the English version, and the first associations that talk to us try it first.
Clear decisions,calmer neighbors.
Tell us about your association. It's free and commits you to nothing.