How to Keep Condo Board Meeting Minutes (With Template)

Typically, the board of a condominium association meets at a consistent time each month, or perhaps even twice a month, to discuss important community business. A key requirement of each meeting is the taking of minutes. Condo board meeting minutes help ensure an accurate record of the key actions taken at the meeting; they create transparency and accountability; and, in many states, they are actually required by law.

For those who are unused to taking meeting minutes, it’s important to have a clear sense of what this important document should include. With specific questions about condo meeting minutes, check in with your community management company. We invite those in the Carolinas to contact Kuester Management Group; our team boasts a wealth of experience providing HOA Management in Charlotte NC, Huntersville NC, Myrtle Beach SC, and HOA Management in Fort Mill SC.

Who Should Keep Condo Meeting Minutes?

One of the first things to consider about condo meeting minutes is which Board member is assigned to take them.

In most associations, it falls to the secretary to serve as the designated minutes taker. Should the secretary be unavailable to attend a meeting, most governing documents permit an alternate meeting taker to be appointed.

Alternatively, some associations actually hire a professional secretary to record meeting minutes. You might also check with your property management company to see if they can appoint someone to sit in on your meetings and record the minutes.

Finally, note that Board members are always welcome, even encouraged, to keep their own notes during meetings and discussions. This simply ensures that they have their own record of key information, particularly since it can take some time for the official meeting minutes to be produced.

What are the Best Practices for Keeping Meeting Minutes?

When it comes to taking effective meeting minutes, there are a few best practices for secretaries to keep in mind.

Do Some Prep Work

Before the meeting begins, the minutes taker should have their template ready to go, ensuring they can easily fill in important details as the meeting progresses. Go ahead and note the date, time, and place of the meeting. Also, fill in the name of each attendee as they arrive. This is a good way to ensure you do not accidentally record someone as present if in fact they are absent.

Follow the Agenda

The minutes serve to provide an official record of decisions made and major issues addressed, not necessarily every side discussion that unfolds over the course of the meeting. A good way to keep the minutes well-organized and on track is to align them closely with the meeting agenda.

Specify Action Items

Over the course of the meeting, some action items may arise, including specific steps that different Board members or condo owners are meant to take. Ensure that each action item is denoted in the minutes, along with the anticipated due date.

Record Votes

In addition to action items, it’s important to denote each and every vote that is taken within the meeting, briefly detailing the matters discussed and the outcome of the vote. It is typical for minutes to denote which Board member puts forth different motions, along with which Board member seconds the motion. It is not customary to denote the positions each individual voting members takes on a particular motion or topic.

Keep it Short

The best minutes are quite brief, offering a simple synopsis of ideas and action steps taken that might guide decision-making later on. As you take notes during the meeting, you may find yourself recording a lot of information that can ultimately be excised from the official minutes, simply for the sake of brevity.

Remain Objective

Finally, remember that the minutes taker’s job is to provide an objective account of the meeting. Refrain from editorializing, criticizing, or filling the minutes with your own personal opinions or commentary.

Template: What Should Condo Meeting Minutes Include?

As for the specific items that should be included in the meeting minutes, here is a very basic template to guide your minutes-taking efforts.

Also be sure to check with your state law (if you leave in Carolinas here are resources to state law in SC and NC state law) to see if your condo association is legally required to provide any further information in the meeting minutes.

Condo Meeting Minutes: Frequently Asked Questions

How do you write minutes for a condo Board meeting?

We recommend using either a Google doc or something similar, making it easy to edit, access, and share the document digitally.

Are Board meeting minutes signed?

What should not be included in the meeting minutes?

What is the best time for a Board meeting?

How do you prepare for a Board meeting?

How do you start a Board meeting?

Should names be mentioned in minutes?

How are condo association minutes approved? 

Who gets to see the condo association’s meeting minutes?

How long should meeting minutes be maintained?

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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.

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