One tip we have for a successful HOA is to take concise yet informative meeting minutes that can be reviewed and saved. These minutes are a great way to keep the community up to date on what’s been discussed, what the next steps will be, and what the next meeting may involve. If you’re not sure what the meeting minutes should include, take a look at our tips on how to take HOA meeting minutes.
1. Include the important details
Meeting minutes are a crucial record to keep, and they need to follow HOA governing documents and local, state, and federal laws and regulations. Most minutes include:
- Name of the association and meeting type
- Date and location of meeting
- Time the meeting was called to order and adjourned
- Board members that were present and absent, along with the positions they hold
- Approval of prior minutes
- Reports from committee members
- Open discussions and new business presented
- Motions made and actions that were taken (approved or denied)
- Names of those who voted for a motion, dissented, and abstained
- Financial report
Keep minutes short and sweet
The meeting minutes are not a full transcript of what was said and done at the meeting, merely the important highlights. The minutes reflect the actions taken at the meeting and should be brief and easy to read through to understand the important points.
Take the minutes at every meeting and get them approved
All official meetings need to be recorded, but if a meeting doesn’t meet quorum, no minutes are needed. During an official meeting, the minutes from the previous meeting need to be reviewed and approved by all board members.
The right planning and structure can make HOA meetings extremely successful. Meeting minutes are but one of the ways to keep your HOA running smoothly and making the time the board spends together more productive. If you need more tips on how to manage your HOA, contact Prism Realty Management. Give us a call at 512-676-5842 — we’d be happy to talk to you about who we are, the services we offer, and our process.