HOA Meeting Minutes: What Are They And What You Need To Know For Success
If you live in an association in the state of Florida, legally you are required to take HOA Meeting Minutes. Minutes are an official record of the proceedings of any organization. So, in this case, your neighborhood, homeowners, or condominium association is legally required to document its’ affairs.
These meeting minutes should include a variety of information, in a concise manner. The information can be recorded using a simple template. Later the data will serve as legal records and conveniently for internal use, as well.
Our almost 30 years of homeowners association management experience has taught us a lot about HOA Meeting Minutes. Below we’ll answer some questions about what to include to keep good meeting minutes for your condo association.
What are HOA Meeting Minutes?
Minutes are a documentation of meetings, and a brief account of organizational actions.
Homeowners associations meeting minutes should be objective and factual in nature. Documentation of facts and actions is most important.
HOA meeting minutes should be brief and concise. Homeowners association meeting minutes should not include opinion. HOA association meeting minutes are not intended to be a complete transcription of the entire dialogue during a board meeting.
How to take good HOA Meeting Minutes (A simple template)
Document the time and date of any property association meetings that take place. Be sure to include the begin and end time of the meeting, and the location.
Document the meeting type, such as monthly board meeting, or annual board meeting.
Include the Board members names and positions. Document who is present and who is absent.
Review and confirm the meeting minutes from the prior community association meeting. If unanimously approved, the Board’s secretary will sign to confirm.
Address any updates or progress on current property management or financial management projects and other undertakings of the community association.
Next, cover new business and open the property association meeting to the board for discussion and proposal. Any new motions should be documented, even if they were not approved.
Document votes for each motion. HOA meeting minutes should include each voter’s name and vote.
Document financial transactions or updates.
Document end time of HOA board meeting.
Who takes HOA board meeting minutes?
The secretary of the HOA Board takes notes during the meeting to later transcribe into meeting minutes.
How do you take HOA meeting minutes?
HOA board meeting minutes should be concise. With this in mind, take brief notes during the meeting and later compile them into an organized format.
Follow the simple template above to ensure you document all the necessary information.
Check your local and state laws to ensure if there are any other specific regulations that apply to your condo association board meeting minutes.
Who can access HOA Meeting Minutes?
Generally, homeowners, board members, and neighborhood residents can access community meeting minutes.
And, in some cases, banks, mortgage companies, and realtors.
Keep this in mind when documenting information. Accuracy and factual information are key to taking good HOA meeting minutes. What you include in the HOA meeting minutes, and what you do not include can often be equally important.
How are HOA Meeting Minutes Approved?
In the beginning stages of each board meeting (see template above) the board members must approve the meeting minutes from the prior meeting. Once they are unanimously confirmed, the secretary will sign to approve and make them official.
What else to know about HOA Meeting Minutes?
A few simple steps to create good HOA board meeting minutes:
Have a routine (follow the template above)
Follow a meeting agenda
Confirm meeting minutes in the following HOA meeting for approval
Final Thoughts on HOA Meeting Minutes
HOA Meeting Minutes are a legal record of a condominium or homeowners association’s business affairs. HOA Meeting minutes should include some basic information and concise descriptions of meeting proceedings. Aside from meeting Florida’s legal requirements, meeting minutes tend to be a useful record for neighborhood associations.
Maintain good HOA meeting minutes with the above template for legal protection and internal use.