HOA meeting minutes serve a specific purpose: to create an official record of what the board decided. They're not a transcript, not a summary of discussion, and not a place for opinions. Understanding what belongs in minutes and what doesn't is essential for creating documents that are legally defensible and practically useful.
The Purpose of Meeting Minutes
Before diving into specifics, it helps to understand why we keep minutes at all:
- Legal record – Minutes document that the board followed proper procedures and had authority to act
- Institutional memory – They help future boards understand past decisions and their rationale
- Transparency – Homeowners have the right to know what their board decided
- Accountability – Action items create a record of who is responsible for what
With these purposes in mind, let's look at what to include.
What to Include
Meeting Logistics
- Date, time, and location (or virtual platform)
- Type of meeting (regular board, special, annual)
- Board members present and absent
- Confirmation that a quorum was present
- Time the meeting was called to order
- Time of adjournment
Motions (Complete Detail)
- Exact wording of each motion
- Who made the motion
- Who seconded the motion
- Any amendments (with their own movers and seconders)
- Vote count: in favor, opposed, abstained
- Outcome: passed or failed
Reports (Summary Only)
- That a report was given (treasurer's report, management report, etc.)
- Key figures if significant (account balances, number of delinquencies)
- Any motions that arose from the report
Note: Attach full reports as appendices rather than summarizing in detail.
Action Items
- What needs to be done
- Who is responsible
- Deadline (if one was set)
Executive Session (Limited)
- That the board entered executive session
- Time entered and time returned to open session
- General purpose (legal matters, personnel, violations)
Note: Never record the content of executive session discussions.
What to Exclude
Discussion Details
Don't include:
- Back-and-forth debate between board members
- Arguments for or against a motion
- Who said what during discussion
- "Lively discussion ensued" or similar characterizations
Why: Minutes record decisions, not deliberations. Recording debate can expose the board to liability and create conflicts.
Personal Opinions and Characterizations
Don't include:
- "The board was concerned about..."
- "After thoughtful consideration..."
- "The treasurer gave an excellent report..."
- Any subjective language
Why: Minutes should be factual and neutral. Characterizations can be challenged and don't add value.
Executive Session Content
Don't include:
- What was discussed in executive session
- Names of homeowners discussed for violations
- Legal strategy or attorney advice
- Personnel matters
Why: Executive session exists to protect privacy and privilege. Recording content defeats its purpose.
Verbatim Quotes
Don't include:
- Word-for-word transcription of statements
- Exact quotes from homeowners during open forum
- Dialogue between participants
Why: Unless a statement is directly relevant to a motion, quotes add length without value and can create liability.
Special Situations
Homeowner Open Forum
If your meeting includes time for homeowner comments:
- Note that open forum occurred
- Optionally list topics raised (not who raised them or what they said)
- Record any action items that resulted
Contested or Close Votes
For controversial decisions, some boards prefer:
- Roll-call vote (how each member voted by name)
- Brief note that discussion occurred (without detail)
Check your governing documents, as some require roll-call votes for specific decisions.
Tabled Motions
When a motion is tabled (postponed):
- Record the original motion
- Note that it was tabled
- Record when it will be revisited (if specified)
Failed Motions
Failed motions should be recorded just like passed ones. They're part of the official record and show what the board considered and rejected.
The Golden Rule
When in doubt, ask: "Does this record what was decided or what was discussed?" If it's discussion, leave it out. If it's a decision, include it with full detail.
Get It Right Every Time
FirstMotion captures exactly what belongs in your minutes and leaves out what doesn't. Professional, parliamentary-format minutes delivered within 24 hours.
Try Your First Two Meetings Free