Association Meeting Minutes are a written record of meetings kept by the secretary of the HOA. Minutes document decisions made during a meeting and also provide a public record of actions taken. Minutes are not a word-for-word transcription of everything that is said. Minutes should state what was accomplished, rather than denote every detail of the meeting’s discussion. Generally speaking, an entire meeting’s business should fit on one or possibly two typed pages.
Minutes must be kept for board and annual meetings. Minutes must also be maintained for committee meetings and any special board or membership meetings. Hearings must also be documented with minutes.
The Basic Content of Meeting Minutes:
Specific Meeting Type (board, annual, etc.)
Location of meeting, (legal address)
Time meeting called to order
Names of board or committee members in attendance
Statement that quorum was established
Precise wording of every adapted motion
Notations of failed or withdrawn motions
Name of the person who made the motion
Name of the person who seconded the motion
If a vote was not unanimous, the names of those dissenting should be noted
Committee reports given or submitted
If the membership is allowed to address the board, the member’s name and discussion topic should be noted. Placing the member’s spoken statements or written statements into the minutes would not be appropriate.
Items that will be discussed at future meetings can be included
The date, time and location of the next meeting if determined should be included.
Time of adjournment
When the minutes are approved, the secretary and president/meeting chair should sign and date as approved minutes.
Meeting minutes provide a historical record of the operations of an association and provide for a strong legal and financial foundation of the association. Matters dealing with personal issues and opinions that have no bearing on association business should never be noted in the association’s minutes. Association meeting minutes are subject to membership review and subject to being evidence in membership lawsuits, so minutes need to be precise and not subjective. In conclusion, minutes should be clear and to the point; a basic summary of business discussed, and void of confidential matters. WDPM
Copyright – William Douglas Management, Inc. 2016