Your HOA Meeting Minutes
Even though it’s not the most glamorous position in the HOA, taking official minutes is one of the most crucial. The HOA meeting minutes are a documented account of the conversation and decisions made at the meeting, ensuring that everyone is aware of what transpired.
If you’ve been given this responsibility, you might be unsure about what to do. What facts should you write down? How much of the conversation should be recorded? How do you keep track of every detail of the meeting? These concepts can assist in addressing those queries.
Before the Meeting
A little bit of planning before the meeting makes minute-taking easier. Start by choosing a note-taking format or template to use as a guide. This helps you stay focused as you listen to the discussion and ensures that you record all the information you need.
The following should be on the template:
- Date, time, and location of the meeting
- Names of attendees
- Approval of previous minutes
- Agenda items discussed
- Motions, votes, and actions were taken during the meeting
- Open discussion items
- Adjournment time
You can—and should—adapt the format or template to meet the requirements of the HOA. It’s also helpful to have a copy of the meeting agenda available so you can keep track of the meeting’s progress. Print this before everyone arrives.
Throughout the Conference
Recording what occurs in the meeting is your most crucial duty as the minute taker. You must pay attention to what each person says in order to accomplish this. Make sure you are at a position where you can see and hear the speaker.
You don’t need to include every detail in your report because it isn’t a transcript of the meeting. Instead, make a note of the items on the agenda and record the motions and decisions that were made for each one. This will assist you in listening objectively and prevent the effect of your own opinions or beliefs.
Following the Meeting
After the meeting, set aside some time to write the report so that you can remember everything. Examine your notes and the agenda, adding further information as necessary to represent the conversation and decisions taken. You have the chance to provide clarifications and omit superfluous material.
Make the report easy to read by using short sentences, manageable text blocks, and subheadings. Instead of attempting to summarize them inside the official notes, attach copies of any handouts and other materials that were utilized during the meeting. After approved, send the report and any attachments.
We’re Here to Help
A properly run homeowners association includes many different aspects, including maintaining accurate records. Contact Hudack Law today at (877) 314-4309 Toll-free, please visit areas of service (open link in a new tab) or hudacklaw.com (open link in a new tab). We can review documents, help resolve disputes, and offer advice about your legal rights and responsibilities as an HOA.