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HOA meeting minutes are an official record of the actions taken by board members at a board meeting. Meeting minutes should be brief, objective, and reflect the actions taken at a meeting – not simply a complete transcript of what was said and opinions that were expressed. Essentially, the purpose of any HOA meeting minutes is to serve as a reference you can turn to in case of any disputes or confusion. It’s an official record detailing what was discussed in a meeting and what actions were taken. Additionally, it allows others who didn’t attend the meeting to stay informed.
In most states, recording minutes is mandatory in official meetings where you’ve reached a quorum. For most associations, the board secretary takes on the responsibility of recording meeting minutes (although the task can be delegated to another board member, the board secretary will still need to sign off on the minutes once completed). The association can also hire a recording secretary or the management company to the minutes.
If the board secretary isn’t taking minutes, he or she must appoint a recorder or assistant secretary to do so. The following are required to be recorded in HOA meeting minutes:
The most important part of meeting minutes is generally the major discussions, reports, motions, and votes that took place. If a member made a motion that was not later withdrawn, it must be specified along with the name of the member who made the motion. If any task force or committee was made, specify the members who were assigned or volunteered. Discussions can get lengthy during a meeting, but the HOA meeting minutes shouldn’t reflect that – keep them straight to the point and concise.
Here are a few additional things to keep in mind when writing your HOA meeting minutes:
The minutes’ specifics more or less can depend on what type of meeting was being held and if the minutes are meant to be published. Minutes are kept forever, which is different from official records that are tossed out after seven years. This makes it even more important to keep HOA meeting minutes concise, accurate, and to-the-point.