Download the Word template. It also opens in Google Docs: File > Open > Upload.
The template
[HOA name] board meeting minutes Meeting: regular / special / annual. Date, time, place: [date], [time], [clubhouse or link] Board present: [names]. Absent: [names]. Also present: [manager, guests] Owners present: [number]. Quorum: [yes / no] Notice: given on [date] by [posting / mail / email]
- Call to order. Called to order by [name] at [time].
- Approval of previous minutes. Approved [as written / as corrected]. Moved by [name], seconded by [name].
- Owner forum. [Unit or name, topic, response or follow-up.]
- Financial report. Operating account: [amount]. Reserve fund: [amount]. Accounts past due: [number]. Notes: [dues, assessments].
- Management and committee reports. Maintenance: [items]. Architectural review: [requests and decisions].
- Old and new business. [Item, short summary.]
| Motion | Moved by | Seconded by | Result |
|---|---|---|---|
| [exact wording] | [name] | [name] | For [n], against [n]. Carried / failed |
- Action items. [Task, owner, due date.]
- Next meeting. [date, time, place]. Adjourned at [time].
Minutes taken by: [name]. Approved on: [date]. Signed: President ______ Secretary ______
What an HOA secretary does
- Sends the notice and agenda for each meeting within the time your bylaws require.
- Takes the minutes, or arranges for someone to, and circulates a draft.
- Keeps the records: approved minutes, the governing documents, resolutions and correspondence.
- Confirms quorum at the start and records it.
- Helps run the annual meeting, including ballots and proxies, if your documents call for them.
State law and your bylaws decide the rest
Many states have their own rules for HOA meetings, notice, owner access to records and how long to keep minutes. Your declaration and bylaws add more. Some require that owners can see approved minutes, or that certain votes are recorded by name. Check both before you finalize your format. This page is a practical layout, not legal advice.
Tips
- Record decisions and the vote, not who said what. Minutes may be read by any owner.
- Put the exact amount and the account in every spending motion.
- Note which items were tabled and to which meeting.
- Keep owner comments short and neutral.
Fill it from a recording
Record the meeting in My notes and a few minutes after you stop, the transcript appears with speaker labels and times. Ask AI can draft the minutes from it in the shape above. It is a first draft: you check the names, numbers and votes against the transcript before it goes anywhere. There is no bot for online meetings, and no Word export. Copy the text into the template. Nothing is for sale right now: every account that signs in has Pro free until January, up to 10 hours of transcription a month.
More: meeting minutes hub, minutes template, how to take meeting minutes.