How to take HOA meeting minutes
What belongs in board meeting minutes, what doesn't, and a simple template volunteer secretaries can use.
Updated November 1, 20264 min readLeer en español
Minutes are the official record of what the board decided. They are not a transcript. Short minutes protect the board better than long ones.
What to include
- Date, time and place, and who called the meeting to order.
- Who was there and whether there was a quorum.
- Each motion: who made it, who seconded, and the result.
- Action items: who will do what, by when.
- When the meeting ended.
What to leave out
Leave out who said what in the discussion, opinions, and private details about owners. Executive session topics are noted only in general terms.
Approve them
Send the draft to the board soon after the meeting and approve the minutes at the next one. Keep approved minutes as long as your state and documents require.
Tip: Paste your rough notes into our free minutes generator to get a clean draft in seconds.