Board Meeting Minutes Guide

November 26, 2024

Board meeting minutes are the official record of a meeting. They document the key discussions, decisions, and actions taken during a meeting. These minutes serve as a historical record of the board’s activities and can be used to track progress on goals, ensure accountability, and resolve disputes.

Whether for an HOA or an HOA management company, board meeting minutes are particularly critical as they demonstrate compliance with governing documents and state laws. They provide transparency to homeowners about the actions of their elected board members.

Think of board meeting minutes as a concise and formal summary that captures the essence of your meeting. They don’t need to record every word spoken but should accurately reflect all official actions.

What To Include In Your Board Meeting Minutes

While the specific requirements for board meeting minutes can vary by state and governing documents, here are some common elements to include in your HOA board meeting minutes template:

Meeting Basics

Date, Time, and Location: Clearly state when and where the meeting was held.
Attendees: List all board members present, any absent members, and any guests or speakers who attended. For guests, including their affiliation (e.g., “Jane Doe, representing ABC Landscaping”).
Call to Order: Note the time the meeting officially began.
Approval of Previous Minutes: Record whether the minutes from the previous meeting were reviewed and approved, including any amendments.
Adjournment: Note the time the meeting officially ended.

Meeting Content

Reports: Summarize key reports presented, such as the financial report, manager’s report, or committee reports.
Old Business: Document discussions and decisions on any agenda items carried over from previous meetings.
New Business: This is typically the main focus of the minutes. Include each agenda item, a summary of the discussion, the motions made, the voting results (including any abstentions), and any action items assigned.
Open Forum/Homeowner Comments: If your HOA allows for homeowner comments during meetings, briefly summarize the topics raised. Avoid recording specific homeowner names or verbatim statements to protect privacy.

Tips for Clear Minutes

Knowing how to take minutes at a board meeting effectively is an essential skill for any organization. Clear, concise, and accurate minutes serve as an official record of HOA board meetings, providing a valuable reference for future decisions and actions. By following these key tips, you can ensure your minutes are a reliable and informative resource.

Be Objective and Record the Facts

Objectivity is paramount in minute-taking. Your role is to document the meeting’s proceedings accurately, focusing on factual information and avoiding personal opinions or interpretations. Stick to the who, what, when, where, and why of the meeting, ensuring an unbiased account of the events.

For example, instead of writing “The board engaged in a heated debate about the budget,” a more objective approach would be “The board discussed the proposed budget at length.”

Use Formal Language and a Professional Tone

Minutes are official documents that reflect the professionalism of your organization. Employ formal language, avoiding slang, jargon, or colloquialisms. Use complete sentences, proper grammar, and precise wording to convey information clearly and accurately.

Instead of “The board decided to go ahead with the new project,” a more formal phrasing would be “The board approved the implementation of the new project.”

Focus on Decisions by Highlighting Actions Taken

While summarizing discussions is important, the primary focus of minutes should be on the decisions made by the board. Clearly document motions, votes, and resolutions, ensuring that the actions taken are explicitly stated. This helps to clarify the outcomes of the HOA meeting and provides a clear roadmap for future actions.

For instance, instead of simply noting that the marketing plan was discussed, specify the board’s decision: “The board voted to approve the proposed marketing plan with a majority vote of 6 to 2.”

Proofread Carefully to Ensure Accuracy and Credibility

Errors in the minutes can undermine their credibility and create confusion. Thoroughly proofread your minutes for any spelling, grammar, or factual inaccuracies. It’s helpful to have another person review the minutes to ensure clarity and completeness.

By prioritizing accuracy and attention to detail, you can ensure that your minutes are a reliable and trustworthy record of the meeting’s proceedings.

What Are HOA Board Meeting Minutes’ Legal Requirements?

State laws and your HOA’s governing documents dictate the legal requirements for board meeting minutes. These requirements often specify:

Who Can Take the Minutes: This may be the board secretary, the HOA manager, or another designated person.
How the Minutes Are Approved: Outline the process for reviewing and approving the minutes, including who votes on them.
Record Retention: State how long the HOA must keep official meeting minutes.
Member Access: Define homeowner rights to access and review meeting minutes.

Texas, Louisiana, and Colorado Requirements

Since Goodwin & Co. operates in Texas, Louisiana, and Colorado, here’s a brief overview of some state-specific requirements:

Texas: Requires HOAs to keep minutes of all board meetings for at least two years. (Source: Property Code Section 209.005)
Louisiana: Mandates that HOAs keep minutes of all meetings of the executive board and any committees with decision-making authority. (Source: Louisiana Revised Statutes 9:1124.107)
Colorado: Requires HOAs to maintain minutes that include the date, time, and place of the meeting, a list of attendees, and a record of all votes taken. (Source: Colorado Common Interest Ownership Act 38-33.3-308)

Easily Manage Your HOA Board Meeting Minutes With Goodwin

Properly managing board meeting minutes is essential for transparency, compliance, and effective HOA governance. Goodwin & Co. can help streamline this process for your association. Our services include:

Professional Minute Taking: Our experienced managers can attend your meetings and take accurate, comprehensive minutes, freeing up your HOA board members to focus on key issues.
Secure Storage: We provide secure online storage for your meeting minutes, ensuring easy access for board members and homeowners while complying with record retention requirements.
Distribution: We can assist with distributing minutes to homeowners through your preferred channels (e.g., email, website, community portal).
Compliance: Our team stays up-to-date on the latest legal requirements for meeting minutes in your state, helping your HOA maintain compliance.

Benefits of Partnering with Goodwin & Co.

Reduce Board Burden: Taking minutes can be time-consuming for HOA board members. We handle this task, allowing your board to focus on strategic decision-making.
Improve Accuracy: Our managers are trained in proper minute-taking techniques, ensuring accurate and objective records of your meetings.
Enhance Transparency: We make it easy for homeowners to access meeting minutes, promoting transparency and trust within your community.
Mitigate Risk: Our expertise helps your HOA avoid potential legal issues related to improper minute-taking or record-keeping.

Board meeting minutes are vital for effective HOA management. They serve as an official record of the board’s actions, promote transparency, and help ensure compliance with legal requirements.

By partnering with Goodwin & Co., you can streamline the minute-taking process, improve accuracy, and free up your board to focus on what matters most: building a thriving community.

Contact us today to learn more about how our HOA property management experts can assist your HOA with board meeting minutes and other management needs.

Frequently Asked Questions About Board Meeting Minutes

Q: What are board meeting minutes?

Board meeting minutes are the official record of a meeting. They document the key discussions, decisions, and actions taken during a meeting.

Q: Why are board meeting minutes important?

These minutes serve as a historical record of the board’s activities and can be used to track progress on goals, ensure accountability, and resolve disputes.