For some, the task of recording HOA meeting minutes is second nature (most likely our studious friends). For most, this is a tedious, burdensome task. Either way, it’s a very serious and important duty. Board meeting minutes are helpful in reviewing past meetings, particularly to catch up new board members. Minutes are considered official records and can even be used in a court of law.
This week we’ll explore some ways you can streamline the process to make your job a little less painful and much more productive.
1) Stick to the Agenda
A predetermined agenda keeps everyone on task and focused on the important issues during the meeting. It also makes it easier for the recorder to follow along and appropriately group discussions within the minutes without jumping from topic to topic. This is the first step to keeping painless, accurate meeting minutes.
2) Create a HOA meeting minutes template
As I mentioned above, HOA meeting minutes should follow the agenda. Take this one step further to create a meeting minutes template to follow. Take the guess work out and keeping minutes starts to become second nature.
Each time, minutes should note:
The type of meeting (annual meeting, board meeting, called board meeting, etc.)
The name of your homeowners’ association
The date, time and location of the meeting
Call to order
Approval of previous meeting minutes
Financial report – presented/received
Manager’s report – presented/received
Committee reports – presented/received
Old/New Business – Motions – name of motion maker, wording & disposition
Time of adjournment
3) Be thorough and specific
Make a habit to include all pertinent motion details such as the motion maker, vendor name, contract date, exact dollar amounts etc. Try to capture as many specifics as you can.
4) Send a draft
Send the first draft of the minutes to the association manager or president for review. Make the appropriate edits before they are forwarded to the rest of the board. If necessary, field comments from the rest of the board and make one last round of revisions at or before the next meeting.
By implementing a standard process to capture and share your meeting’s minutes, you can save time and improve accuracy. This inevitably leads to more effective / efficient meetings and a healthier HOA.