The HOA meeting minutes play an important role in proper documentation and keeping homeowners in the loop of association matters. Failure to maintain these records can not only result in potential liability but also diminish the trust that residents have in the board.
What are HOA Meeting Minutes?
The homeowners association meeting minutes are an official written record of what happens during a meeting, whether it’s an annual, board, or special meeting. These minutes document the actions taken by the board or the membership, including votes cast.
While layouts can vary, the meeting minutes typically include the date and time of the meeting, who attended, motions made, and the results of votes. The purpose of these minutes is to create a clear record of decisions that affect the community at large. They help maintain transparency and can serve as a reference in case disputes arise later on.
As with HOA communities, condo associations must also take meeting minutes. Condo boards hold meetings regularly, and the minutes document the decisions and actions the board has taken.
Are HOA Meeting Minutes Required?
When it comes to HOA meeting minutes requirements, board members should look to state laws and their governing documents. That said, most communities are required to take minutes.
Are HOA Board Meeting Minutes Required in Texas?
Yes. Section 209.0051 of the Texas Property Code requires HOA boards to keep meeting minutes for both regular and special board meetings. These minutes must be in writing and kept for at least 7 years.
Are HOA Annual Meeting Minutes Required in Texas?
While Texas law does not specifically require annual meeting minutes, it is safe to assume that the requirement for board meetings also extends to annual meetings. As with board meetings, annual meetings are important and involve several crucial actions, such as electing board members and voting on community matters.
Moreover, most association bylaws also mandate that minutes be taken at membership meetings. Failure to do so can lead to legal consequences.
How to Write HOA Meeting Minutes
It is the secretary’s job to take meeting minutes, but they may delegate the task to someone else. Either way, the person who takes the minutes must understand how to do so. Meeting minutes should include:
1. Meeting Details
The minutes should open with the pertinent details of the meeting. This includes the association name, meeting type (annual, board, or special), and the date, time, and location of the meeting.
2. Attendance
The minutes must reflect who was present at the meeting. List down the names of the board members present or absent, management staff, and guests. Boards need not write down the names of every homeowner in attendance, but it’s good to have a sign-in sheet at the door.
3. Approval of Previous Minutes
The secretary must record the approval of the previous meeting minutes and any corrections made.
4. Reports
The minutes should summarize the reports from officers, committees, and the HOA manager. Focus only on the key points, as there is no need to include entire reports.
5. Financial Summary
If the meeting includes a financial presentation, the minutes must also reflect key details. This includes an outline of the current financial condition, reserve summaries, and operating budgets.
6. Motions and Votes
The secretary should record the exact motions made during the meeting, including who made and seconded them. Other than that, the minutes must show the outcome of the vote (passed, failed, or tabled).
7. Adjournment
The minutes should close with the time of the meeting’s conclusion. Oftentimes, boards will set the next meeting date, so the minutes should reflect this information, too.
Tips for Writing HOA Meeting Minutes
Many boards find it challenging to write meeting minutes properly. Applying these tips should help.
- Be Concise. The minutes are not a transcript of the meeting. Focus on what actions and decisions were made, not what people said.
- Remain Objective. Adopt a neutral tone and avoid inserting personal opinions or emotional language.
- Use a Template. Utilizing a template helps ensure that minutes remain consistent across all meetings.
- Protect Confidentiality. Don’t include private, confidential, or sensitive information.
Are HOA Meeting Minutes Public Record?
Meeting minutes are not public records in the same way that government records are. In Texas, boards don’t need to file meeting minutes with the county recorder’s office. That said, governing documents, such as CC&Rs and bylaws, are typically public records.
Of course, while meeting minutes are considered internal records, that doesn’t mean homeowners don’t have access to them. In fact, Sections 209.005 and 209.0051 of the Texas Property Code require associations to make meeting minutes available for inspection and copying.
When Should HOA Meeting Minutes be Distributed?
It depends on state laws and the association’s governing documents. Some communities require boards to distribute copies of the minutes, while others only mandate that the board make them available upon request.
Texas law does not set a specific deadline, so boards must refer to their HOA meeting minutes rules.
That said, the general practice is for boards to approve the minutes first before distributing them. Approval usually takes place at the next meeting. Approved minutes are then either distributed or made available for examination. Some boards even publish them on the community website.
What is the Format for HOA Meeting Minutes?
Meeting minutes can vary in format, but most associations follow a simple structure. This includes:
- Meeting title (board meeting, annual meeting, or special meeting)
- Date, time, and location
- List of attendees and confirmation of quorum
- Approval of previous meeting minutes
- Summary of agenda items discussed
- Motions, votes, and decisions made
- Executive session summary, if applicable
- Time of adjournment
- Signature line for the secretary or presiding officer
Download Your HOA Meeting Minutes Template Here
Download Your HOA Meeting Minutes Template Here
The Final Advice
Board members must understand the ins and outs of HOA meeting minutes. It is important to know what to include in these minutes, how to distribute them, and how to ensure transparency without revealing confidential information. Sticking to the facts is always the best practice.
Graham Management offers exceptional HOA management services to Houston communities. Call us today at (713) 334-8000, request a proposal, or contact us online to learn more!
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