Condominiums and HOA communities come in a wide variety of shapes and sizes, but when it comes down to considering the differences of all condos great and small, one thing is consistent — meeting minutes. This basic management tool is guided by governing documents, IRS regulations, and legal recommendations. Best practices suggest reviewing the basics from time to time to ensure a smooth, compliant future.

The Purpose of Meeting Minutes

Meeting minutes are not a record of everything said at meetings — they are the official record of the actions of a board or committee. Minutes serve both a historical and legal purpose, documenting the community’s adherence to proper procedures and bylaws. In addition to being discoverable in litigation, minutes hold a board accountable for their decisions, summarize issues for those who miss the meeting, and remind members of their responsibilities.

Who Should Record the Minutes?

Recording the minutes is not for everyone. Although this task is typically assigned to the board’s secretary, it is best handled by someone suitably capable and impartial. If every board member needs to be fully engaged in discussions and decisions, a less financially or emotionally interested person — such as a property management staff member or independent stenographer — may be ideal. For smaller associations, a volunteer from the ownership ranks can also serve effectively.

Preparation Before the Meeting

Preparing to produce the minutes starts before the meeting itself. The previous meeting’s minutes and the current meeting agenda should be distributed to attendees at least one week in advance. Minutes should be brief, clear, and fact-based, free from personal commentary. Remember — they are called “minutes” not for time but for their concise nature.

Legal and Financial Importance

Meeting minutes are legal documents reviewed by lawyers, potential buyers, realtors, lenders, and government agencies. Each item discussed should briefly identify the presenter. When documenting votes, individual board members’ names should not be listed — instead, record the action taken, such as “Motion made, seconded, and carried.” The only exception is when recording votes on executive compensation or transactions involving a board member, where the record should indicate who voted for and against.

Creating a Consistent Format

To ensure consistency, develop a reusable outline of the basic elements for all meeting minutes. Many free templates are available online, but the essentials usually include:

• Organization name and type of meeting
• Date, time of opening, and adjournment
• Attendance and absences
• Approval of previous minutes
• Old and new business
• Agenda additions
• Date and time of next meeting
• Name of the certifier

Audio recordings can help verify accuracy but should be deleted once the final written minutes are approved. The official minutes are the legal document of record and should be finalized and distributed within thirty days.

Technology Tools for Easier Minutes

Digital tools can make organizing and storing minutes easier. Options include:

• Google Docs or Microsoft OneDrive for shared storage
• Google Calendar for meeting scheduling
• OneNote, Notion, or Evernote for organizing notes
• AgreeDo and Minutes.io for creating and tracking meeting minutes

Meeting minutes should be stored indefinitely. Digital archives are ideal, but physical copies or dedicated backup drives also work well for long-term retention.

The Value of Well-Prepared Minutes

Good meeting minutes create decision efficiency and shorter, more focused meetings. A well-organized agenda keeps boards aligned on key matters and provides an actionable path toward effective governance and community success.