When a resident asks who mows

The short answer: keep four facts on one vendor record and answer from there. Who does the work, how a resident asks them, what the board agreed to pay, and when that agreement ends.

A resident asks a plain question at the mailbox. Who mows, and how do I ask them. The treasurer has a second question in the same breath. What did we agree to pay, and when does it end. If those four facts live in four places, neither person gets an answer they can trust.

Update the record when the agreement changes, not when someone asks. An end date buried in a PDF nobody opens is a lapse nobody sees, and the work already done belongs on the same page as the price.

• Who does the work, and how a resident reaches them
• What the board agreed to pay, and for what scope
• When the agreement ends, and what renews it
• The quote, the invoices, and the work already done

The resident sees who does the job and how to ask. The treasurer sees the price and the agreement. Same facts, different permissions, so nobody forwards a contract to answer a mailbox question.

The board still hires the vendor. The software keeps the file. We do not take a cut of a bid and we do not manage the association.