Some of the reports you should expect to include are as follows: Your meeting minutes should reflect a summary of these reports, who presented them, and the time they were presented. Various key people take turns providing reports that keep everyone up-to-date on community matters. Many presentations take place during a board meeting. Report Summaries (President’s Report, Committee Reports, Financial Reports, etc.) These will allow you to see how long you spend on each item and evaluate how efficient your meetings are.ĭon’t forget to write down the date and time of the next board meeting at the bottom of the minutes.Ĥ. Furthermore, you should also note the time each item was discussed. Jot down what time the meeting started and when it ended. Your HOA board meeting minutes should also include important timestamps. If someone attends a meeting or casts a vote in place of another person, your minutes should also reflect that. You may also want to note who came in late and failed to show up. Your attendance should include the names of those present at the meeting, including board members, committee members, guest speakers, and homeowners. Additionally, taking down attendance allows you to confirm whether or not you have achieved a quorum. Listing down the attendees lets you keep an accurate record of who was present at a particular meeting. You should also include the date, time, and location of the meeting. These include the name of your HOA and the meeting type. Start off with the fundamental details of the meeting. How do you write minutes for an HOA meeting? You may also want to check past minutes to help you grasp the format. Check your governing documents, specifically your bylaws, as they might contain guidelines on the proper way for your HOA. If you are new to the HOA scene, there’s a good chance you don’t know the first thing about taking down meeting minutes. What Should Be Included in Meeting Minutes? If someone skips a meeting, they can simply check the minutes to understand what they missed. Meeting minutes keep everyone up-to-date.Board members can use these minutes as a point of reference when attempting to recall their motions and responsibilities. Meeting minutes promote accountability in members for their actions and decisions.These parties include lawyers, mortgage companies, realtors, banking institutions, and homeowners. Meeting minutes serve as official and legal records that other parties may need access to.Still, an HOA must note all missed, postponed, or canceled meetings in the minute book.Įven with no state requirement, associations should still take minutes at every official meeting for the following reasons: If a meeting fails to reach a quorum, it does not push through and, therefore, does not need minutes.

According to Section 1702.15 of that law, a corporation must keep minutes of all meetings, including board meetings, committee meetings, and membership meetings.Īll official meetings that take place with a quorum must be documented. For instance, in Ohio, the Nonprofit Corporation Law applies to HOAs organized as nonprofits, most of which are. In most states, an HOA is legally required to take and maintain board meeting minutes. First of all, there are certain HOA board meeting minutes legal requirements that you must follow. Meeting minutes are essential to any organization, including homeowners associations, for many reasons. They are concise summaries of the events of a meeting. They can also apply to annual membership meetings, special meetings, and other types of meetings. Simply put, meeting minutes are written recordings of what occurred in HOA board meetings. What are the minutes of the meeting of the association? And this documentation comes in the form of meeting minutes. At every meeting, though, there should be proper documentation. These meetings allow board members to discuss association business, make vital decisions, and generally keep the community running. Clarifying these things will greatly supplement successful community management.Īll homeowners associations hold board meetings. Additionally, there is some confusion about when these minutes must be distributed to homeowners. Unfortunately, not all members know what these meeting minutes are and why they are essential. The HOA board meeting minutes play an important role in the continuous operation of a community.

Free hoa annual meeting agenda template