How to Take HOA Meeting Minutes: Complete Guide

Taking HOA meeting minutes is one of the most important responsibilities in community association governance. Good minutes create an official record that protects the board, informs homeowners, and provides continuity for future decisions.

But if you've ever tried to take minutes while also participating in a meeting, you know it's challenging. This guide walks you through the entire process, from preparation to final formatting.

Before the Meeting: Preparation

Good minutes start before the meeting begins. Here's how to prepare:

1. Get the Agenda in Advance

Request the meeting agenda at least a day before. This lets you create a framework for your notes and anticipate what decisions will be made. Your minutes will follow the agenda structure.

2. Review Previous Minutes

Read the minutes from the last meeting. Note any action items that were assigned and any motions that were tabled. You'll want to track whether these are addressed in the upcoming meeting.

3. Prepare Your Template

Create a document with the basic structure already in place:

• Association name
• Type of meeting (regular board, special, annual)
• Date, time, and location (or virtual platform)
• Space for attendees and quorum confirmation
• Agenda items as section headers

4. Know the Board Members

Have a list of all board members so you can quickly note who makes and seconds motions. If there are new members or guests, get their names and titles before the meeting starts.

During the Meeting: What to Record

Opening the Meeting

Record:

• Exact time the meeting was called to order
• Who called the meeting to order (usually the president)
• Board members present and absent
• Confirmation that a quorum is present
• Any guests or staff in attendance

Approval of Previous Minutes

Note whether the previous meeting's minutes were approved, and if any corrections were made. This is typically done by motion.

For Each Agenda Item

As discussion moves through each topic, listen for:

• Motions – Capture the exact wording. "I move to approve..." or "I make a motion that..."
• Seconds – Who seconded the motion
• Amendments – Any changes to the original motion before voting
• Vote – How many in favor, opposed, and abstained
• Outcome – Whether the motion passed or failed

Action Items

When someone is assigned a task, record:

• What needs to be done
• Who is responsible
• Deadline (if one was set)

What NOT to Record

Leave out:

• Detailed back-and-forth discussion
• Personal opinions or characterizations
• Who said what during debate (unless directly relevant to a motion)
• Sidebar conversations
• Content from executive session (only note that it occurred)

Closing the Meeting

Record:

• Motion to adjourn (and who made it)
• Exact time of adjournment
• Date of next meeting (if announced)

After the Meeting: Formatting and Finalizing

1. Write Up Your Minutes Promptly

Don't wait. The sooner you convert your notes into formal minutes, the more accurate they'll be. Ideally, draft your minutes within 24-48 hours while the meeting is still fresh.

2. Use Consistent Formatting

A standard format makes minutes easier to read and search later. Typically:

• Header with association name, meeting type, date, and location
• Attendance section
• Each agenda item as a separate section
• Motions formatted consistently (motion text, moved by, seconded by, vote, outcome)
• Action items clearly marked
• Adjournment time at the end

3. Review for Accuracy

Before distributing, check:

• Are all motions recorded with complete information?
• Are vote counts accurate?
• Are names spelled correctly?
• Is the language neutral and factual?

4. Distribute for Review

Send draft minutes to the board president or appropriate reviewer before the next meeting. Some associations distribute to all board members for review.

5. Approval at Next Meeting

Minutes aren't official until approved. At the next meeting, the board will review and approve (or approve with corrections) the previous meeting's minutes. Once approved, the secretary signs them.

Tips for Better Minute-Taking

• Don't try to capture everything – Focus on decisions and actions, not discussions
• Ask for clarification – If a motion is unclear, ask the person to repeat or clarify
• Use abbreviations – Develop your own shorthand for notes, then expand when writing up
• Mark uncertain items – If you're not sure about something, mark it and verify afterward
• Record timestamps – Note the time when significant votes occur

The Challenge of Taking Minutes and Participating

One of the biggest challenges is that the person taking minutes is often also a participant in the meeting. Property managers juggle taking notes while also presenting reports, answering questions, and tracking multiple conversations.

This dual role leads to common problems:

• Missing motions while responding to a question
• Incomplete vote counts
• Delayed minutes because there's no time to write them up
• Burnout from the added workload

Many associations address this by having a dedicated minute-taker who doesn't participate in the meeting, allowing them to focus entirely on capturing the record.