HOA Meeting Minutes
Turn your notes from a homeowners' or condominium association board meeting into clear, organized minutes that record attendance, quorum, reports, votes and follow-up tasks.
Includes 30 days of edits
- 5 to 20 minutes
- Print-ready PDF
What is a HOA Meeting Minutes?
HOA meeting minutes are the official written record of a meeting of a community association's board of directors. They document when and where the board met, how owners were notified, which directors attended, whether a quorum was present, what financial and committee reports were given, and how the board voted on each motion.
Unlike a transcript, minutes focus on decisions rather than discussion. A good set of minutes lets an owner who missed the meeting understand what the board approved, such as a budget, a vendor contract, a rule change or a special assessment, and who is responsible for the next steps.
Because association boards manage shared money and property on behalf of their neighbors, minutes are often reviewed by owners, prospective buyers, lenders, insurers and auditors. Many states and most governing documents require associations to keep minutes and make them available to members, so a consistent, professional format helps the board show it acted openly and within its authority.
When to use it
- Your HOA, condominium or townhome association board held a regular, special, budget or organizational meeting and the secretary needs to prepare the record.
- The board approved a budget, assessment, reserve expenditure, vendor contract or rule change that owners will want to see in writing.
- Owners spoke during an open forum and you want their comments acknowledged in the record.
- The board met in executive session to discuss delinquencies, violations, legal matters or contracts and you want that noted without disclosing confidential details.
- You want a list of action items, owners of each task and due dates to follow up on at the next meeting.
- A meeting was called but a quorum of directors did not attend, and you want to document why no business was conducted.
What is included
- Association, community and meeting details
- Notice to owners and open meeting statement
- Directors present and absent, manager and guests
- Quorum determination
- Homeowner open forum comments
- Approval of prior minutes
- Treasurer's financial report with operating and reserve balances
- Manager and committee reports
- Motions with movers, seconders and vote counts
- Action items, executive session note, adjournment and secretary's certification
How to make your HOA Minutes
Answer the questions
Tell us about the parties and the terms you want. Most documents take about 5 to 20 minutes.
Review the preview
Check the draft as you go and change any answer. The document updates instantly.
Download, sign and keep a copy
Download a print-ready PDF, sign it with the other parties, and give everyone a copy.
Frequently asked questions
Who takes the minutes at an HOA board meeting?
The association secretary usually takes or oversees the minutes. Many associations let the community manager or a recording secretary draft them, but a board officer normally reviews and signs the final version once the board approves it.
Do HOA meeting minutes have to be shared with homeowners?
In most communities, yes. Many states and most association bylaws give members the right to inspect or receive copies of board minutes, sometimes within a set period after the meeting. Check your state's community association laws and your governing documents for the exact rules.
How detailed should HOA minutes be?
Minutes should record what the board decided and how it voted, not every comment made. Keep discussion summaries short and factual. Overly detailed minutes can be hard to read and may create problems if a dispute arises later.
Should owner comments from the open forum go in the minutes?
It is common to note that an open forum was held and to summarize the topics owners raised, without quoting them word for word or recording personal opinions. Any board action taken in response should be recorded as a separate motion.
What happens in an executive session?
An executive session is a closed portion of a board meeting used for sensitive topics such as legal advice, delinquent accounts, rule violation hearings, personnel issues or contract negotiations. Many states limit which topics can be discussed in closed session. The open minutes typically note that the session occurred and the general topics, without confidential details.
What if a quorum of directors is not present?
Without a quorum, the board generally cannot take binding action. The minutes can record who attended, that a quorum was not present, and that the meeting was adjourned without conducting business. Your bylaws set the number of directors needed for a quorum.
Are HOA minutes approved at the next meeting?
Usually. The secretary circulates draft minutes, and the board votes to approve them, with or without corrections, at its next meeting. Many associations mark minutes as a draft until that approval.
Can an HOA board meet by video conference?
Many states and governing documents now allow board meetings by video or telephone, sometimes with conditions such as letting owners attend remotely. Review your bylaws and state law, and note in the minutes how the meeting was held and who joined remotely.
