HOA Meeting Minutes Template
HOA Meeting Minutes Template: What should it include?
Want to know how to take minutes for homeowners association meetings? You’ll learn what type of information you should include, and how to properly format the minutes with our easy-to-use editable template.
Because it is the law, HOA boards need to take the minutes of every meeting. This way, there will be an accurate record of what was discussed in the meeting.
If you’ve never seen a meeting minutes template before, writing one can be difficult. Recording minutes the first time can often be daunting.
This article will teach you how to record HOA meeting minutes, covering everything from the order of items to record to detailed instructions on what you can omit. You will find a sample of the minutes document below to use as a template for your meetings after reading this article.
What are meeting minutes?
HOA meeting minutes are a record of everything that has happened between the members during the meeting.
During a meeting, minutes are recorded and detail the subjects discussed, the actions taken, the decision-makers, etc.
Understanding the importance of meeting minutes
Meeting minutes are not just a formality; they are a crucial aspect of meeting documentation that helps teams stay aligned, track progress, and hold members accountable for their commitments. They also serve as a legal document in many cases, providing a record of decisions and actions agreed upon during a meeting.
Who takes meeting minutes?
If an HOA doesn’t already have a designated note-taker, the first thing they should do is appoint someone as a note-taker. Furthermore, they should have a backup in case that person is unable to attend a meeting.
Often, the secretary will take down the minutes. However, it is common for boards to hire or elect a recording secretary in order to free up their general secretary for meeting participation. If the association works with a property manager, then they may be asked to take, prepare, and share meeting minutes.
The ability to write quality minutes for meetings can be learned through education and practice. It’s not a skill that everyone is born with, but most people can learn to do it effectively. Experts recommend that all board members have an understanding of how to record meetings. Even if they’re not responsible for this task, it’s beneficial to know the process.
Board members are encouraged to write their own notes when they attend open sessions so they can have the information immediately after the meeting. Depending on the time length of the meeting and the role of the note-taker, it can take a few days, or more for the note-taker to get the minutes up.
What to include in an HOA meeting minutes template:
Here are some of the most important points to include in HOA meeting minutes:
- The name of the association
- The date and location of the meeting
- The time at which the meeting started and adjourned
- A roll call of those who are present and absent with their respective board positions
- Board of directors reports
- Unfinished Business
- New business and open discussions
- New meeting details
- Names of members who voted abstained or dissented from a motion
- A record of all financial transactions including bank account opening and closing, reserve expenditure, etc.
- Adjournment
- Signature of the Secretary
Your local or state laws may have other items and rules on how to take HOA board meeting minutes.
Detailed guide to taking meeting minutes
Documenting Discussions
Capture the essence of discussions without trying to transcribe every word. Focus on decisions made, action items, and any points of consensus or disagreement.
Recording Decisions and Actions
Clearly note any decisions made during the meeting, including who is responsible for what action item and the deadlines for these tasks.
Confidentiality and Sensitivity
Be mindful of the sensitivity of information discussed in meetings. Some details may need to be kept confidential or summarized without revealing sensitive information.
Approving Meeting Minutes
Before proceeding with the day’s business, the secretary must approve the minutes from the previous meeting.
What shouldn’t you record in the meeting minutes?
You should exclude certain elements from an HOA document, including:
#1 Off-topic or irrelevant discussions
It is not uncommon for board members to engage in a discussion amongst themselves.
New meeting note-takers often mistakenly believe they must record every discussion in the minutes, but this is not the case. You only need to record conversations relevant to an issue listed on the agenda.
#2 Personal Beliefs
Similarly, the recording person or board members should not include personal and irrelevant views and opinions discussed in the meeting minutes.
#3 Disagreements
Please do not include personal opinions, arguments, or disputes that occur between members in the meeting minutes, similar to other exclusions.
HOA Meeting Minutes Template
Here is an example of an HOA meeting minutes template. To make this your own, you can download this template and edit it for your own board meetings.
How long should the HOA maintain its meeting minutes?
An HOA board must maintain their meeting minutes register indefinitely as part of their official records. Check your local and state laws to determine how long your HOA must keep records of meeting minutes.