How to Record HOA Meeting Minutes
It's essential to remember that there's a proper way to go about this. The secretary should record HOA meeting minutes for any meeting the HOA board holds. Here, we discuss that and provide you with a helpful HOA meeting minutes template.
Why You Need an HOA Meeting Minutes Template
Not everyone knows how to record minutes correctly, especially when it's their first time. If you find it challenging to do the same, then you understand why a simple meeting minutes template is valuable.
A sample of meeting minutes can significantly help anyone starting with minutes-taking. You can input the necessary information with a template and have pretty thorough meeting minutes. It also acts as a starting point, allowing you to follow a standard format and deviate from it as you see fit. An HOA meeting minutes template (provided below) can also give you an idea of how minutes should look and develop your style or process.
But, looking at examples, meeting minutes usually aren't enough. You must also learn what goes into writing minutes and what you shouldn't include.
Why You Should Record Meeting Minutes
The purpose of any HOA meeting minutes is to serve as a reference you can return to in case of any disputes or confusion. It's an official record detailing the discussions during the meeting and what actions took place. Additionally, it allows others who didn't attend the meeting to stay informed.
In most states, like Florida, recording minutes is mandatory in official meetings where you've reached a quorum. For most associations, the board secretary is responsible for recording meeting minutes. However, someone else can compete for the task. The board secretary will need to sign off on the final version of the minutes.
What to Include in HOA Board Meeting Minutes
Now that you know who should do the recording and why it's essential, it's time to learn what to include in those minutes. What exactly are the HOA meeting minutes requirements to take into account?
1 The Basics
How do you write HOA meeting minutes? When you record HOA meeting minutes, jot down the essential details, including the association's name, the meeting type, the time and date, and the place. It would help if you also wrote down what time the president called the meeting to order.
Additionally, attendance is essential, so ensure to include the list of present and absent board members and their positions on the board. If you have any guest speakers present, include that, too.
The meeting will then review and approve the minutes of the previous session, including who motioned the approval of the last minutes and who seconded the motion.
2 Reporting & Finances
Your HOA minutes will also include any reports presented during the meeting. Officer and committee member reports and financial and managers' reports fall under this. Be sure to write down who gave the report and when.
It's essential to review the association's finances during board meetings. The financial report details should include the total assets as of the meeting date, the entire operating fund, reserve expenses, delinquencies, and any liens placed on homeowner property. Your minutes must also reflect if your association opens or closes a bank account.
3 Motions, Votes & Discussions
Finally, any board meeting minutes must also include all the motions, votes, and discussions that transpired. Make sure to write down who made the motions, who seconded them, and whether or not they were approved. If you discussed unfinished business from the last meeting, write it down. Any new business should also make it to your record of the meeting. You should also include any actions taken during the session.
If you vote, jot down the names of those who favor the motion, dissent, and abstain. End your meeting minutes with the date and time of the next meeting and the time the president adjourned the current meeting.
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