- December 25, 2019
- Posted by: Scott
- Category: associations, Business plans, communities, Community, HOA, homeowner association, Innovation
HOA meeting minutes are an official record of the actions taken by Board members at an association’s Board meeting. Effective meeting minutes should be brief, objective and reflect the actions taken at a meeting. They do not have to be a complete transcript of what was said, embellished or and opinions that were expressed.
What should be included in the HOA meeting minutes?
If the Board secretary isn’t taking minutes, he or she must appoint a recorder or assistant secretary to do so. The following are required to be recorded in HOA meeting minutes:
Association name and meeting type (monthly, annual, special, etc.)
Meeting location and date
Time the meeting was called to order and adjourned
Present and absent Board members and their office positions
Approval of prior minutes
Officer and committee member reports
New business that was discussed and open discussions
All motions (whether or not they were approved) and actions that were taken
Names of those who voted for a motion, dissented and abstained
All financial transactions (reserve expenses, opening or closing of a bank account, etc.)
Make sure to check your local and state laws, as different states may have additional rules regarding taking and keeping HOA meeting minutes.
Do meeting minutes have to be approved?
Yes. In fact, approving Board meeting minutes is one of the most important actions taken at a meeting. During each Board meeting where quorum is met, all Board members must approve the minutes from the previous meeting. After approved, the secretary must sign the minutes to make them official.
Who can access and view HOA meeting minutes?
Board members and residents aren’t the only people who read or have access to meeting minutes. Recently, new residents, realtors, bankers and mortgage companies have been requesting access to minutes to reference for sales transactions. Keep in mind that minutes are the legal record of the association and play a key role in financial business, so it’s important to make sure they’re accurate and acceptable for others to view.
How can I take good HOA minutes?
The first step to taking good minutes is to hold a good meeting. If there’s an agenda and all Board members have a solid understanding of how to run a successful meeting, it’ll be easier for the secretary, recorder or assistant secretary to stay focused and take good minutes. The following are some additional tips for taking good minutes:
Be brief and concise
Limit minutes to about two pages
Ask for clarification if needed
Use a template
Prepare minutes as soon as possible after the meeting.
Why is it important to take good HOA meeting minutes?
It’s essential to take good minutes because they’re a legal document of the association and can be used in a court of law. When taking minutes, ask yourself if you’d be comfortable reading them in court and ensure they accurately explain why an action was taken.
Should minutes be taken at all HOA board meetings?
Yes, minutes are required by law to be taken at all official Board meetings. However, if a meeting doesn’t meet quorum, it isn’t official, and no minutes should be taken. Be sure to note all missed or canceled meetings in the minute book for future records.
How long should HOA meeting minutes be kept?
Because HOA meeting minutes are the official record of the association, they should be retained indefinitely. However, official laws for keeping HOA meeting minutes (both in print and digitally) do vary by association and state.
Got more questions?
Contact MGM Association Management at (208) 846-9189 or visit, www.gomgm.com.