The minutes of a meeting are a vital record for homeowners associations, serving as helpful material for a variety of matters. Detailed minutes of various meetings can act as sources of information that guide residents through disputes, bring unresolved issues to light, and provide an accurate record of everything happening in an HOA.
Because of the importance of meeting minutes, they are required by law. HOA Boards are mandated to take minutes of every meeting in order to maintain an official record of everything discussed.
So, what do you need to include in these very detailed and necessary documents? Let’s take a look!
General Information
To start, a meeting’s minutes should outline the general information regarding each meeting.
This information often includes:
- The Type Of Meeting
- The Date & Time
- The Location
- The Agenda
- The Time A Meeting Is Called To Order
While many meetings might not require you to get this detailed, it’s a great practice to report all of this information.
Attendance
Once you have highlighted all of the fundamental meeting information, it’s time to take attendance. First, begin with the present members and missing members. Don’t forget to list each member’s Board position as well. Next, if there are any guest speakers, HOA representatives, or residents present to discuss specific topics, list them as well.
Reports, Motions, Discussions
Many HOA meetings will include time for Board members and committees to present specific reports, such as finance reports, CC&R enforcement, and progress reports. A meeting’s minutes should note any reports and who submitted them.
Next, minutes should document any motions brought up during the meeting, which were passed, votes carried out, and any other discussions.
Partner With A Management Company That Has The Answers
Now that you’re ready to streamline the minute-taking process and provide your HOA with an expert account of its meetings, if you have any more questions about taking minutes, 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.