Basic Dos and Don’ts for HOA Meeting Minutes

HOA Meeting Minutes should be recorded for each legal meeting of the HOA to note what actions were taken and decisions made. They can help maintain better transparency and organization for HOA operations and also serve as official records for use in audits and some legal matters. Typically the board secretary is the one who takes notes and records the minutes for each meeting, though sometimes another member is appointed this responsibility and the secretary reviews and signs off on the minutes.

There are several things to keep in mind when taking minutes:

Do cover the basics. List date, time, and location of the meeting and each board member present.

Don’t use the minutes as a running transcript of the meeting. They should be brief and concise. Focus on what actions were taken, what decisions made, and why it was done. Stick to the facts rather than opinion or commentary.

Do record all motions whether they were approved, rejected, or shelved for later discussion. Also make sure to include any financial decisions that were made as these records can be used for auditing or review purposes later on. It also helps to provide transparency.

Don’t take minutes if there is no quorum present. Without quorum, it is not a legal meeting and therefore there should not be minutes recorded.

Do make meeting minutes available to members. Check with your HOA regulations for more clarity on timeframes and how minutes are provided. Minutes can give homeowners a quick overview of what was decided upon and keep them up-to-date on important issues. More detail regarding certain topics can be addressed in newsletters and other communications.

Don’t overlook bad minutes. They could be an indicator that changes need to be made regarding how meetings are run. Strive to stay organized and keep orderly, effective meetings to make the most of each session.

For assistance in running your meetings more effectively and taking proper HOA meeting minutes, contact the team at Kuester today. We’re here to partner with you for better community living.

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Bryan Kuester

Bryan Kuester

Bryan is the CEO of Kuester Management Group. He has over 15 years of managing community associations throughout North and South Carolina.

His specialties include Community Association Management - maintenance, budgeting for operational and reserve funding, long-range planning, covenant enforcement, amenity management, onsite management, large scale management.