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HOA Minutes: Clearing up the Confusion

We receive many questions about taking proper minutes. It’s time to clear up the confusion.

Many HOA board members believe that taking minutes is the same writing a transcript of the entire meeting. I’ve got good news for all you hardworking secretaries; this is not true!

Your HOA’s minutes should be brief and include only the facts. Statements made by members should not be included in the minutes because a member may be (or claim to be) misquoted which can lead to tension among board members. A transcript recorded by the secretary (unless done with an audio or video recorder) is often inaccurate and can be used against the association in a courtroom.

Listed below is what should and should not be included in your HOA’s minutes.

Minutes should include:

  • The legal name of the association
  • Details of the meeting (date, time, and location)
  • Names of officials present
  • Attendance of the meeting and if a quorum was reached
  • Decisions made and how each director voted
  • Issues to be discussed/voted on in the next meeting
  • The time a date of the next meeting
  • Time of adjournment
  • An affidavit (if required)
  • Secretary’s signature

Minutes should not include:

  • Discussions that led to a decision
  • Statements made by members

Remember to keep all of the records in a minutes book. The secretary should be in charge of keeping the book safe and passing it on to the next secretary. It is also recommended that a digital copy of the minutes is kept and included on your HOA’s website.

HOA-USA   Minutes & Records

HOA-USA


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If you are interested in having your listing link to your website, and be displayed near the top of the page, please inquire about our Partner Programs. The HOA-USA Partner Program is an opportunity for companies to market their products and services to the board members of their single family, townhome, and condominium associations.

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