Free template

HOA Meeting Minutes Template

Minutes are the association's record of what the board decided, not a transcript of what everyone said. Good minutes are short: the date, who was there, whether the meeting could act, each motion and its vote, and the time it adjourned. Owners are entitled to read them in most states, and a lender or a court may read them later.

This template follows the order most boards use. Replace each bracketed line, delete the sections you do not need, and keep the motions exactly as they were made.

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When to use it

Every board meeting, including a special meeting called for one item
The annual meeting of members, with the election results
An executive session, recorded separately and in less detail

What it must include

The association's name, the kind of meeting, the date, time, and place
Directors present and absent, and whether a quorum was present
Approval of the prior minutes
Each motion as made, who moved and seconded it, and the vote count
The time of adjournment and the secretary's signature

State rules

Most states require minutes to be kept and made available to owners within a set period after the meeting, and several require that a board decision be made at a meeting the owners could attend. Check your state's act on the HOA laws page before relying on a decision made by email.

HOA laws by state

In Havn

Minutes filed in Havn are classified on upload, show on every owner's portal under Meetings, and travel with the resale package.

Document management

The template

[Association name] Board of Directors Meeting Minutes

[Regular / Special / Annual] meeting held [date] at [time] at [place or virtual platform].

Call to order

The meeting was called to order at [time] by [name], [President].

Attendance

Directors present: [names]. Directors absent: [names]. Also present: [manager, counsel, guests]. A quorum of the board [was / was not] present.

Approval of prior minutes

Motion by [name], seconded by [name], to approve the minutes of the [date] meeting [as presented / as corrected]. Motion [carried / failed], [number] in favor, [number] opposed, [number] abstaining.

Reports

President: [summary]
Treasurer: operating balance $[amount], reserve balance $[amount], accounts past due [number] totaling $[amount], budget variance [summary]
Manager: [summary of work since the last meeting]
Committees: [architectural, landscape, social: summaries]

Unfinished business

[Item]. Motion by [name], seconded by [name], to [action]. Motion [carried / failed], [vote count].

New business

[Item]. Motion by [name], seconded by [name], to [action]. Motion [carried / failed], [vote count].

Owner forum

[Number] owners addressed the board on [topics]. No action was taken during the forum.

Executive session

The board entered executive session at [time] to discuss [a legal, personnel, or delinquency matter] and returned to open session at [time]. [Any action taken on return.]

Next meeting and adjournment

The next meeting is [date] at [time]. There being no further business, the meeting adjourned at [time].

Secretary

Date approved

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Questions Boards Ask

How detailed should HOA minutes be?

Record what was decided, not what was discussed. A motion, who made and seconded it, and the vote. Summaries of reports are fine; verbatim debate is not needed and can create problems later.

Do owners have a right to see the minutes?

In most states, yes, within a set time after the meeting, with executive session minutes kept separately. The bylaws may say more.

Who signs the minutes?

The secretary, after the board approves them at the next meeting. Draft minutes should be marked as drafts until then.

Goes With This One

HOA Annual Meeting Notice Template

HOA Proxy Form Template

HOA Election Ballot Template

Keep Reading

Guides

How to Run an HOA MeetingA board meeting that ends on time and an annual meeting that makes quorum are mostly the same discipline: a notice sent on the right day, an agenda that puts decisions first, and minutes written before anyone leaves.
HOA Board Member Duties, by RoleEvery director owes the association the same two duties.
How to Read HOA Financial StatementsFour pages a month tell a board everything about the association's money.

Terms to Know

Board of directorsThe owners elected to run the association: adopt the budget, levy assessments, maintain the common areas, enforce the rules, and hire the manager.
QuorumThe minimum number of owners, or share of the votes, that must be present or represented for a meeting to act.
Board packetThe set of reports a board reads before its meeting: the financial statements, the delinquency list, open violations and requests, bills awaiting approval, and the agenda.
Annual meetingThe once-a-year meeting of all owners where directors are elected, the budget is presented, and the year's business is put to a vote.

State Law

HOA laws by stateEvery state's association statutes and resale rules on one map.
Resale certificate fee capsAll 51 jurisdictions' fee caps and deadlines in one table.

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