HOA Meeting Minutes Template

by | Jun 29, 2017

Nobody likes to take HOA meeting minutes (or so I have been told).

As an Meeting Recorder and Parliamentarian, I take the HOA meeting minutes for many associations. My method is easy and simple. Here are some steps that I hope you will find useful in taking proper minutes.

Use Templates

Good meeting minutes always start with a good agenda.  That’s where an HOA agenda template comes in. Combine that with your minutes template and you have your HOA meeting covered. The agenda and meeting minutes should follow the same format.  This will provide a clear communication to your HOA members.

Board Packet

The board packet should contain backup information for items listed on the agenda. The bids from the contractors, reports from plumbers, homeowner correspondence etc., should all be in the Board packet. This information should also be “pre-populated” into the minute’s template.

Meeting Minutes Matter™ — Hanging on Every Word

A Record of Board Actions, NOT Conversations

  • Minutes should not include “he said, she said” conversations.
  • Minutes should contain the decision (votes) of the Board.
  • In HOA boards (less than 12 board members), it is not necessary to list who Moved or Seconded a motion.
  • Do list the names of board members that vote Against or Abstain, because there are other Parliamentarian rules that kick in if the matter is brought again before the Board.

Keep It Simple

  • Minutes are the official record of the corporation (your HOA).
  • Minutes can, and will be discoverable during a lawsuit.
  • Minutes should never include opinions.
  • Minutes, done right, should not be more than about two pages for a regular board meeting.

Content for this article was taken from an article written by parlamentarian Victoria Cohen. Posted on GoGladly.com on Sep 29, 2015 titled Meeting Minutes Matter™

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