Condominium and HOA Meeting Minutes – Best Practices and Legal Considerations
Homeowner associations (HOAs) and condominium boards vary widely in size and structure, but one thing is consistent across every community: meeting minutes. Accurate minutes are a legal requirement, a historical record, and an essential management tool for every association.
What Are Meeting Minutes?
Meeting minutes are not a transcript of everything said. Instead, they are the official record of the actions taken by the board or committee. They serve a legal and historical purpose by documenting adherence to bylaws and procedures. Minutes also:
- Hold boards accountable for their decisions
- Provide a summary for members who miss meetings
- Remind board members of responsibilities and action items
- Serve as discoverable evidence in litigation
Who Should Record HOA Meeting Minutes?
This task is typically assigned to the board secretary, but it may be better handled by someone who can remain fully attentive. Options include:
- Property manager staff – unbiased and experienced
- Independent stenographer – professional recordkeeping
- Volunteer unit owner – for smaller associations with limited budgets
Preparing for the Meeting
Preparation ensures accurate and efficient minutes. Best practices include:
- Distribute the previous meeting minutes and current agenda at least one week in advance
- Edit prior minutes for clarity and brevity
- Keep minutes fact-based, avoiding opinions or personal commentary
- Remember that “minutes” refer to concise notes, not the passage of time
What to Include in HOA Meeting Minutes
Because minutes are reviewed by lawyers, realtors, lenders, and even prospective buyers, accuracy matters. Include:
- Organization name, type of meeting, and date
- Start and adjournment times
- Attendance (members present and absent)
- Agenda approval
- Old and new business items
- Brief summaries of committee or financial reports (refer to detailed reports separately)
- Actions taken and outcomes of votes – without naming individuals, except in cases of executive compensation or conflict of interest
- Date/time of the next meeting
- Name of the minutes certifier
Executive Sessions
Certain matters should not appear in the open meeting minutes. Issues involving delinquencies, disciplinary hearings, or sensitive personnel matters should be handled in executive session. These require a separate set of confidential minutes.
Using Templates and Outlines
To keep minutes consistent, use an outline or template. Numerous free HOA minute templates are available online. Standard templates include agenda items, attendance lists, and action items. This ensures no essential element is overlooked.
Technology and Tools
Modern tools can simplify recordkeeping. Options include:
- Google Docs or OneDrive – shareable online documents
- Google Calendar – scheduling and reminders
- Notion or Evernote – organizing notes and attachments
- Minutes.io or AgreeDo – software designed specifically for meeting minutes
Remember: final, board-approved minutes are the official legal record. Destroy any audio recordings after the written minutes are approved to avoid conflicts.
Why Good Meeting Minutes Matter
Clear, accurate minutes lead to shorter, more efficient meetings. They keep boards focused on important issues, provide transparency to the community, and reduce the risk of disputes or legal exposure.
Next Steps for Your HOA
Accurate meeting minutes are just one part of strong HOA governance. For help with Reserve Studies, Structural Integrity Reserve Studies (SIRS), and other services that support community associations, contact Criterium-Cromer Engineers.