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HOA meetings are essential to ensuring that everyone is on the same page as far as key decisions for the organization go. There will be meetings throughout the year for different reasons, as well as annual meetings that are meant to discuss the budget and nominate directors.
Of course, the proceedings are not just ad hoc. If so, the board members would probably never get through the necessities. Beyond that, there would probably be no record, regardless of the type of meeting.
That's why HOA meeting minutes must be taken. Today, we look at board meeting minute templates and why they are so important.
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Who Records Board Meeting Minutes?
During board meetings, the minutes will be recorded by the secretary or whoever the secretary may delegate to record same. From when the meeting is called to order to those who are present and absent to cliff notes of everything discussed, recording HOA meeting minutes is an essential task.
This is especially true since these will usually be sent to relevant parties as a reference point some time after the meeting has ended.
Why Are Meeting Minutes Recorded?
The whole point of taking minutes at an HOA board meeting is to allow for a reference whenever there may be cases of confusion or dispute. Even outside of these things, relevant stakeholders may need to look back at what happened to make a decision or to understand how best to navigate a matter.
Better still, those who were not able to attend will depend on the person recording meeting minutes to inform them of what took place, as they don't want to be out of the loop.
Outside of all of this, some states mandate the recording of minutes, once the quorum has been reached.
Note that though the secretary may delegate someone to take HOA board meeting minutes, a secretary sign-off will be needed on the final version. Downloading the template we have provided will make it that much easier to document things efficiently and concisely.
Typical Meeting Minutes Inclusions
Let's look at some of the typical things that will be included in meeting minutes.
The Fundamentals
Once the relevant party has called the meeting to order, it's time to start taking minutes. HOA boards can say and do a lot during these proceedings so the basics must be captured. Such information will include the name of the HOA, when the meeting happened, the kind of meeting, and when the president called it to order.
Having an official record of attendance is also essential, so a list of those who are present and absent would be good. Make sure to note if there are any guest speakers in attendance.
Usually, a review of the minutes of the previous meeting will be high on the agenda.
Discussions, Votes, and Motions
Whenever any discussions, votes, or motions transpire, it's a good idea to capture them in the recording of the minutes. This will include the person who put the motion forward, who seconded them, and if they were approved.
Unfinished business from previous meetings may also be discussed. If so, it should be noted. Bear in mind that any actions that may have been taken during the proceedings should also be recorded.
Finances and Reports
Reports will usually be presented during an HOA board meeting, but this is not always the case. If there were any, then make notes about them. Note that this includes managers' reports, financials, committee reports, and officer reports. It's good to include what time the reports were presented and who was the person doing the said presentation.
The financial report is particularly important, which is why special attention will usually be given to it. On that note, capturing details of the presentation is a good idea. What were the total assets as at the date of the meeting? Additionally, reserve expenditure, delinquencies, the total operating fund, and even liens placed on homeowner properties should be recorded.
Finally, if the HOA will be opening or closing any bank accounts, this should be captured too.
What Should Not be Included in Meeting Minutes
Not everything should be in meeting minutes, and that's not even just a reference to the fact that full details of everything don't need to be captured. Some things should just be left out entirely, and this is a good time to take a look at them.
Personal Opinions
Recording HOA meeting minutes objectively is expected of the board secretary or any delegate who will be responsible. There should be no hint of personal opinions or feelings on the matters present in the recording of the notes. Unnecessary comments are associated with bad minute-taking technique. This applies regardless of how strong the opinion may be.
Tangential Discussions
During an HOA board meeting, it's not abnormal for people to go off on a tangent. While there may be a good reason to discuss items that are not on the agenda, these count as irrelevant discussions in the context of the current proceeding, which means that they can be left out of the recording entirely. The rule of thumb here is to always stick to the agenda.
Verbatim Dialog
Executive meeting minutes are not meant to be transcripts of what is happening. There needs to be a sense of proper discretion that dictates what should be documented and what should be left out. The moment word-for-word conversations are being captured is the moment that a poor job is being done.
The Right Way to Take Minutes
Thankfully, it's not too hard to be a sound recorder of minutes, meaning just about anyone can do it right. Impartial behavior is essential as highlighted above. It's good to ask questions for clarification when needed. The person taking minutes will not know everything and being comfortable with these queries is a must.
It also goes without saying that speed is non-negotiable. After all, the minutes are being taken as people are speaking at their normal pace. Additionally finalizing the minutes after the meeting ends should be handled quickly. This will allow for an immediate review.
Helpful Tips
Watch the Styling
Having a set template to work with helps with consistency. Remember to download the one we've provided for this reason. Since the meeting is meant to be nothing but an impartial record, avoid styling to bring attention to things that are thought to be special.
Objectivity Is Key
Only facts should be present. Even if there is complete opposition to what is being said or how something is being handled, the meeting minutes are not where any of that should appear.
Lists Are Friends
Bulleted and numbered lists make for easy reading and location of the relevant details within the documentation. These are accepted as opposed to styling since the purpose here is more for organization.
Don't Forget HOA Software Can Make Management Even More Convenient
The template we gave you is not the only thing that can make things easier. HOA management is a herculean task. Managing communications can be a chore and dealing with disputes or enforcing rules is not easy. Consider DoorLoop's HOA management platform for a smooth experience and enjoy the following:
- Collect payments automatically for rent, fines, maintenance, dues, and more
- Manage accounting as well as shareable AR/AP reports
- Sync QuickBooks and bank accounts
- Invite unlimited users
- Manage maintenance and architecture form (ARC) requests
- Get a custom website with a resident portal that allows for payments and requests to be made
- Communicate via email, phone, text, or portal messages.
The Bottom Line
Capturing minutes during an HOA executive session is an important task to keep stakeholders informed and aligned. From motions to reports to present and absent board members, it should all be captured concisely and impartially.
Don't forget to download our meeting minutes template to make the process convenient. Speaking of convenience, schedule a free demo of our HOA software today!
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