HOA BOARD MINUTES

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Productive board meetings—where important homeowner matters are discussed and decisions are made—contribute to the success of a condo or homeowners association (HOA).

Since HOA board meetings result in significant decisions that impact community members, it is necessary to record decisions in official board meeting minutes, which serve as both a historical record and provide pertinent information to the HOA community.

Board meeting minutes are a written record of the official actions taken by the HOA directors and officers during scheduled meetings. The minutes document the topics discussed and record the decisions voted on during meetings. The minutes can also contribute to the efficiency of future board meetings by serving as a reminder of what was previously discussed to avoid rehashing old business. The main purposes of board meeting minutes is to inform members of decisions made that impact their living community. All HOA members have the right to access non-confidential meeting minutes.

Board meeting minutes should be easy to read and include only essential information. Most importantly, members should be able to understand what board actions were taken and approved. 

While board meeting minutes can be handwritten during the meeting, the final version should be transcribed into a typed format. At a minimum, the minutes should include the following:

• Name of the HOA
• Date, time and location of the meeting
• Names of directors and officers present at the meeting, and the names of those not present
• Names of guests in attendance, including those invited to speak at the meeting
• Whether or not a quorum was present
• All board actions
• The signature of the board secretary or another official designated to sign HOA documents
• Supporting documentation (attached to the minutes), as applicable