HOA Meeting Minutes Requirements by State: A 9-State Comparison

Every state has its own laws governing HOA and condo meeting minutes. Some require individual vote recording. Some impose penalties for denied access. Some have the tightest turnaround deadlines in the country.

If you manage or serve on a board in more than one state — or you just want to understand how your state compares — this guide covers the requirements across the nine states we serve.

The Quick Comparison

State-by-State Breakdown

Virginia

Virginia's Property Owners' Association Act (POAA) and Condominium Act require associations to maintain minutes of all board and membership meetings. Owners can request to inspect records, and the association must comply within 5 business days. The Common Interest Community Board (CICB) oversees enforcement. Virginia doesn't mandate individual vote recording by statute, but it's considered best practice. Minutes should be retained permanently.

Full guide: Virginia HOA meeting minutes requirements

Florida

Florida's requirements are among the most detailed in the country, especially after HB 913 took effect on July 1, 2025. Approved minutes must be posted to a secure website within 30 days. Each director's vote or abstention must be individually recorded. Virtual meetings must be audio/video recorded and retained for at least 1 year. Failure to provide records access within 10 business days can result in fines of $500 per day, capped at $5,000. Minutes must be retained for at least 7 years.

Deep dive: Florida HB 913 and meeting minutes

California

California's Davis-Stirling Act (Civil Code 4000-6150) gives homeowners some of the strongest records-access rights in the country. Draft or summary minutes must be available within 30 days of the meeting. Actions taken in executive session must be summarized in the next open-meeting minutes. The penalties are severe: courts impose $500 per denied request plus mandatory attorney's fees — the fees are not discretionary.

California HOA meeting minutes service

Nevada

Nevada's NRS 116 is one of the most prescriptive statutes in the country. All board meetings must be audio recorded (except executive sessions, which must NOT be recorded). Each member's vote must be individually documented. Minutes, recordings, and summaries must be available within 30 days. Any owner who requests their remarks be reflected in the minutes is entitled to have them included. The Nevada Real Estate Division (NRED) oversees compliance with fines up to $1,000. Minutes must be retained indefinitely — until the community is terminated.

Nevada HOA meeting minutes service

Hawaii

Hawaii's HRS 514B imposes the fastest turnaround requirement in the country: approved minutes must be available within 7 calendar days after approval. Unapproved draft minutes must be available within 30 days of the meeting. Each board member's individual vote must be recorded on all motions (except executive session). Conflicts of interest must be disclosed before the vote and documented in the minutes. Approved minutes for the current and prior year must be available to owners at no cost.

Hawaii condo meeting minutes service

Maryland

Maryland's Title 11B of the Maryland Homeowners Association Act requires board meetings to be open to lot owners. Executive sessions require a motion and vote in open session, and the reason must be documented. Associations must provide records access within 10 business days. While Maryland doesn't specify an exact retention period, the Community Associations Institute recommends a minimum of 7 years, and many attorneys recommend permanent retention.

Maryland HOA meeting minutes service

Washington

Washington's WUCIOA (RCW 64.90) and the 2025 SB 5129 update require that every board meeting include a minimum 15-minute owner comment period. Board meetings must be open to all owners. Records must be provided within 10 business days. Financial records must be kept for at least 7 years, while meeting minutes should be retained permanently as the official record of board actions.

Washington HOA meeting minutes service

Iowa

Iowa's Chapter 499C and nonprofit corporation law (Chapter 504) require that each director's vote or abstention be individually recorded — one of Iowa's strictest documentation requirements. Records must be available within 10 business days. As nonprofit corporations, Iowa HOAs must maintain minutes as permanent corporate records. The minimum retention period is 7 years under Chapter 504.

Iowa HOA meeting minutes service

Key Takeaways for Multi-State Boards

A few patterns stand out:

• Individual vote recording is explicitly required in Florida, Nevada, Hawaii, and Iowa. In other states, it's best practice but not statute-mandated.
• Turnaround deadlines range from 7 days (Hawaii) to 30 days (Florida, California, Nevada). Most states require access within 10 business days of a request.
• Penalties are strongest in California ($500/request + mandatory attorney fees) and Florida ($500/day + criminal penalties under HB 913).
• Retention ranges from 7 years (Florida, Iowa) to indefinite/permanent (Nevada, Virginia). When in doubt, keep minutes forever.
• Audio recording is mandatory only in Nevada (for all board meetings).

One Service, Every State Covered

FirstMotion serves associations in all nine of these states. We join your board meetings virtually, capture every motion, vote, and discussion point, and deliver parliamentary-format minutes within 24 hours — well within every state's deadline. At $35 per meeting with no contracts, it's the simplest way to stay compliant no matter where your communities are.