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Meeting Minutes

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:

Association name

Specific Meeting Type (board, annual, etc.)

Date

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Notations of failed or withdrawn motions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