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HOA board meeting minutes template
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Good minutes record what the board decided, not everything that was said. This template works in any state: print it, fill in the brackets during the meeting, and delete what does not apply. The checklist first says what a set of minutes should contain, and the template follows.
Notice rules, quorum, executive sessions and how long minutes must be kept differ by state and by association, so check your bylaws and ask your attorney. The Georgia notes at the bottom quote the statute word for word. This is general information, not legal advice.
- Record the type of meeting (regular, special or annual), the date, the time called to order and the place.For a video meeting, note the platform and how directors joined.
- List the directors present and absent, and who else attended.For guests, a count is enough unless they spoke.
- State whether there was a quorum, with the numbers.For example, five of seven directors present, as your bylaws require.
- Note how and when the meeting was noticed.Your bylaws say what notice is required. Record the date and the method.
- Record any conflict of interest, and who stepped out for the vote.
- Write each motion in its exact words, with who moved, who seconded, and the result.Record the votes for, against and abstaining. Record by name if a director asks.
- Record decisions and the reason for them, not the discussion word for word.Use neutral facts. Leave out opinions about owners and side remarks.
- For spending and contracts, record the vendor, the amount and the bids considered.This is the page an auditor or a new board will look for.
- If you met in executive session, record the time, the general reason and the time you returned.Keep the confidential detail out of the open minutes, and record any vote taken in public if your rules require it.
- List action items, each with a name and a due date.Read them back before you adjourn.
- Record the next meeting’s date and the time you adjourned.
- Have the secretary sign and date the draft, approve it at the next meeting, and file the approved copy in the permanent minute book.Mark any correction on the draft and keep the original.
The minutes template
Replace each [bracket] as the meeting happens. Delete any line that does not apply.
[Association name]
Minutes of the [regular / special / annual] meeting of the Board of Directors
Date: [date] Called to order at: [time] Place: [address or video link]
Chair: [name] Recording secretary: [name]
Directors present: [names]
Directors absent: [names]
Others present: [management, owners, guests: names or a count]
Quorum: [Yes / No]. [Number] of [number] directors were present, as required by [bylaws section].
Notice: The meeting was noticed on [date] by [method], as required by [bylaws section].
Conflicts of interest: [None declared / Name declared an interest in item number and left the room for the vote.]
Agenda: Adopted [as presented / as amended], on motion by [name], seconded by [name].
Previous minutes: Minutes of [date] were approved [as presented / as corrected], on motion by [name], seconded by [name].
Treasurer’s report: [bank balances, income and spending against the budget, reserve balance, overdue accounts]. The report was [accepted / filed].
Item 1: [topic]
Discussion: [short summary of the facts and the options considered]
Motion: [exact wording], made by [name], seconded by [name].
Vote: For [number or names]. Against [number or names]. Abstaining [number or names]. Result: [Carried / Failed].
Item 2: [topic]
Discussion: [short summary]
Motion: [exact wording], made by [name], seconded by [name].
Vote: For [number]. Against [number]. Abstaining [number]. Result: [Carried / Failed].
Executive session: [Not held / Entered at [time] for [general reason]. Returned at [time]. Action taken in public: [none / describe].]
Owner comments: [short summary; names only if the speaker agreed]
Action items:
1. [Task]. Owner: [name]. Due: [date].
2. [Task]. Owner: [name]. Due: [date].
Next meeting: [date, time and place].
Adjourned at [time], on motion by [name], seconded by [name].
Respectfully submitted,
[Name], [title] Date: [date]
Approved by the board on [date].
Georgia notes: what the statute says
“A corporation shall keep as permanent records minutes of all meetings of its members and board of directors, executed consents evidencing all actions taken by the members or board of directors without a meeting, a record of all actions taken by a committee of the board of directors in place of the board of directors on behalf of the corporation, and waivers of notice of all meetings of the board of directors and its committees.”
“Unless the instrument or bylaws specify a larger percentage, the presence of persons entitled to cast one-half of the votes of the board of directors shall constitute a quorum for the transaction of business at any meeting of the board.”
“Expect directors to disclose to the other directors on the owners' association's board of directors any conflicting interest with respect to a transaction;”
Not legal advice. This page is general information for volunteer boards. It is not legal advice, and laws and documents differ. Ask your association’s attorney before you act on it.
What HomeownerHub does about this
- Meetings → Motion log lists every motion from your minutes: what was moved, who moved and seconded it, and the result, with a link to the minutes. You can search it and download it.
- The Tasks page gathers every action item from your meetings, with an owner and a due date for each.
The board approves every draft. HomeownerHub prepares paperwork and cites the law; it does not file for you or give legal advice.
Questions
- What should HOA board meeting minutes include?
- The meeting type, date, time and place, who attended, whether there was a quorum, each motion with its mover, seconder and result, action items with names and dates, and when the meeting ended.
- Should minutes record the discussion?
- Usually no. Record decisions, the reasons for them, and the facts the board relied on. A word-for-word account can create problems and takes the secretary away from the meeting.
- Who approves the minutes?
- In most associations the board approves the previous meeting’s minutes at the next meeting. Your bylaws may say otherwise, so check them.
- How long should an HOA keep its minutes?
- Your bylaws and your state decide. Many associations keep approved minutes permanently. In Georgia, a nonprofit corporation must keep minutes of member and board meetings as permanent records, as quoted below.
- Can owners see the minutes?
- It depends on your state and documents. Georgia’s records-request rules are in our records inspection guide, and your attorney can say what applies to you.
Keep reading
- Free toolHOA board meeting agenda template (printable)A one-page agenda for any state: quorum, conflicts, treasurer’s report, violations, action items.
- Free toolAnnual meeting notice checklist (printable)A one-page checklist for noticing a Georgia HOA annual meeting.
- GuideGeorgia HOA records requests: how to respondFor an association incorporated as a Georgia nonprofit, a member’s right to inspect records comes from § 14-3-1602, which turns on written notice and a stated purpose for some records.
- GuideHOA treasurer duties: a plain-language checklistThe treasurer keeps the association’s money records honest: what came in, what went out, and what is owed.
- GuideSwitch from a management company to a self-managed HOARead the management contract first. The notice period and the records-transfer terms set your timeline, and the contract is where most surprises hide.