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.