How to Write HOA Board Meeting Minutes Guide
The board regularly convenes meetings in homeowners associations to discuss agenda items and vote. It is imperative to take HOA board meeting minutes to record what transpires at these meetings. But what is the process for doing so?
HOA Board Meeting Minutes Defined
A set of board members governs homeowners associations. These board members hold regular meetings to discuss community issues and vote on action items, including anything from budget presentations and approval to the status of an ongoing renovation project. During these meetings, someone takes minutes, essentially a written record of the discussions and decisions made during the session.
Why Take Minutes at a Board Meeting
Meeting minutes are a critical part of board meetings, whether in the context of a homeowners association or any other organization. Many states make it mandatory for associations to record HOA board meeting minutes.
Apart from being a requirement in most states and governing documents, meeting minutes serve many purposes. Meeting minutes record what happened during the meeting, so you can quickly reflect on the discussions and decisions made, making it easy to resolve disputes based on misunderstandings or confusion.
Meeting minutes also offer legal protection to the association and its board. Suppose an HOA finds itself the recipient of a lawsuit due to a dispute or accusation. In that case, meeting minutes can prove the board's grounded decision-making process.
Additionally, meeting minutes guide future board members. Through these minutes, prospective board members can review the board's past actions and mistakes, making their decision-making process smoother.
Who is in Charge of Writing the Board Meeting Notes
In most homeowners associations, the board secretary takes on the task of writing HOA board meeting minutes. The secretary can, however, usually assign the job to someone else but must still review the meeting minutes and give their approval.
What to Include in the Board Meeting Notes
Many associations mistake writing the minutes as a transcript, with word-for-word dialogue and unnecessary comments. But, this is not the proper way to take a board meeting minutes. You should not include certain items in your HOA board meeting minutes.
Generally speaking, the included items in your minutes are the ones that appear on the agenda because board members can't discuss or vote on items that aren't on the plan. Here are the things you must include in your board meeting minutes:
Meeting date
Meeting time
What time was the meeting called to order and by whom
Names of present and absent board members
Approval of the minutes of the previous session, including any amendments or rectifications
Additions to the agenda
Establishing a quorum
Financial report or presentation
Any motions proposed and what they are, who presented them, and who seconded them
Any voting that took place, including the results and those who voted for or against the item
Taken actions
Any resolutions or decisions made
Unfinished business
New business
Open forum discussion
The date and time of the next board meeting
Adjournment time
What note to include in the meeting minutes:
Personal comments
Opinions
Irrelevant discussions
Word-for-word dialogue
How to Write Board Meeting Minutes for your HOA
Taking down meeting minutes can be a daunting task if you have never done it before. There are some steps that you can follow, though, to make the process easier. Here's how to write up meeting minutes for a board meeting:
1 Prepare for the Board Meeting
Not all homeowners associations use the same format for meeting minutes. Each one has its style or method of recording. If you don't know where to begin, consider talking to your board president about the proper format. You can also seek help from the person who previously occupied your board position.
In addition, some governing documents contain basic guidelines for writing board meeting minutes. If there is no specific format, you can use past minutes as a basis. You can also work with other board members to develop a structure or use your own. Just make sure it's understandable and structured.
2 Use the Agenda as a Guide
Every board meeting will have a plan — a list of items the board will discuss and vote on for the community. Since the schedule already contains the expected events of the meeting, you can use it as an outline for your minutes. Type in or write the agenda, and then fill in the details of what taken motions, who seconded them, and the actions made. Agendas usually already follow a structure, so it will be much easier for you to use it as a starting point.
3 Write Objectively
Although this is an obvious one, we can't stress it enough. It is imperative always to write your HOA board meeting minutes using an objective tone.
You may discuss some controversial topics during the meeting, but that does not mean you should include them in your minutes. If they relate to the plan, try to summarize as much as possible. Exclude any emotional outbursts or deliveries. In other words, you should only and always stick to the facts.
4 Ask for Clarification
Meeting minutes can be challenging since you must simultaneously listen to what's happening and jot down the essential details. And, let's face it, not everyone has lightning-fast typing or writing skills, so you are bound to miss a few key points.
When that happens, don't be afraid to ask for clarification. Don't get creative or imaginative. It is also best to clarify specific points immediately instead of after the meeting. This way, the discussions and decisions are fresh on everyone's minds.
5 Make Necessary Edits
You can undoubtedly make edits if your HOA board meeting minutes need a little tweaking. Remove unnecessary details, such as personal commentary or chitchat, and make sure the format is understandable. Proofread the copy as well to ensure there are no typos or parts that don't make sense. If you are new to this, you will probably need help from your fellow board members or your HOA manager.
6 Distribute the Board Minutes
Board members should always keep homeowners in the loop. Even though a portion of the board meetings is typically open to all owners, not everyone has time to show up. Most members stay informed through meeting minutes.
As such, you should distribute the meeting minutes within a reasonable amount of time. Some associations do this via email or in person. Others post them on their HOA website. Make sure to check your state laws and governing documents on any provisions concerning the distribution of meeting minutes.
7 Save Digital and Physical Copies
Meeting minutes are essential tools in HOA management, so you shouldn't keep only a single copy. In addition to making and storing physical documents of the minutes, it is worth doing the same digitally. Paper records can deteriorate or fade over time. But digital copies can last forever and are easier to distribute, store and copy.
Can HOA Board Meetings Be Recorded?
You may wonder whether it is possible, or even permitted, to record board meetings using an audio or video recorder. The answer, though, isn't quite simple.
In some states, homeowners associations can't prohibit members from recording board meetings. However, HOAs can place reasonable restrictions, such as how far the camera should be from anyone.
However, HOAs should look to their governing documents in states where such provisions don't exist. Usually, only board members have a right to record board meetings. If you wish to register your sessions as a guide for taking minutes, destroy the tape afterward. The very existence of such a recording can put the association at risk of liability.
HOA Board Meeting Minutes Template
Taking meeting minutes is not always fun, but it remains a necessary part of board meetings.
Suppose you are still having trouble picturing what your minutes should look like; HOA Management offers a sample of the meeting minutes below: Download the HOA Board Meeting Minutes Template Here. Recording HOA board meeting minutes will be a breeze using these steps and our helpful template. Just remember to write them with objectivity, clarity, and accuracy in mind.
Contact Condominium Associates
Many associations outsource minutes-taking to an HOA management company. Contact Condominium Associates today for more details.