Official records of meetings are required to be kept by HOA boards. Usually, that responsibility falls to the secretary of the HOA board, who records the meeting minutes, ensures that they are signed off on, and properly filed and stored away. If you’re not sure what those meeting minutes should look like, we’ve created a sample HOA board meeting minutes for you to consult when creating your own.
SAMPLE:
_____________ Homeowners Association
Meeting Minutes
Date (month/day/year)
Board Members Present: List out all board members and the position they hold
Board Members Absent: List out all board members and the position they hold
Management Team Present: List out member(s) of the management team and their title
Number of Owners in Attendance in Person: _______
Number of Valid Proxies Received: ________
Meeting was called to order at TIME by BOARD MEMBER TITLE AND NAME
- Approval of Minutes
- Motion to approve minutes from DATE OF PREVIOUS MEETING
- Vote: NUMBER OF YAYS AND NAYS
- Resolution: EDITS MADE OR MINUTES APPROVED AS WRITTEN
- Reports
- Name of report and person who provided the report (repeat for each report given)
- New Business
- Motion made: CONCISE MESSAGE OF MOTION (repeat for each motion made)
- Vote: VOTE APPROVED OR FAILED – NUMBER OF VOTES IN FAVOR, NUMBER OF VOTES NOT IN FAVOR, NUMBER OF VOTES ABSTAINED
- Motion made: CONCISE MESSAGE OF MOTION (repeat for each motion made)
- Community Discussion
- TITLE AND NAME OF BOARD MEMBER opened floor to community discussion at TIME
- Lay out concise summary of topics discussed. If no items discussed, state “Owners present did not have any items to discuss.”
- TITLE AND NAME OF BOARD MEMBER opened floor to community discussion at TIME
Meeting was adjourned at TIME
Meeting minutes should be short and sweet. Property owners should be able to read through them and get a great snapshot of everything covered in the meeting. If your HOA board is looking for more tips or is in need of a helping hand, 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.
