A GUIDELINE TO WRITE HOA BOARD MEETING MINUTES
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MINUTES
In many companies, associations, and organizations, meetings can get out of control and become a waste of time and effort; however, making a minute is a good practice to keep control over the meeting.
WHAT ARE MEETING MINUTES?
MEETING MINUTES ARE RECORDS THAT BOARD MEMBERS TAKE AT A BOARD MEETING. THIS TASK IS OFTEN CARRIED OUT BY THE SECRETARY OF THE HOA, WHOSE FUNCTION IS TO BE THE OFFICIAL KEEPER OF THE ASSOCIATION’S OFFICIAL DOCUMENTS, BOOKS, AND RECORDS. MINUTES MUST BE PRECISE AND BRIEF TO REGISTER THE ACTIONS TAKEN AT THE MEETING. BESIDES, MINUTES ALLOW THE MEMBERS TO PROTECT THE ASSOCIATION AGAINST LIABILITY.
THE SECRETARY
On the other hand, the secretary must distribute minutes of the previous meeting to board members before each current meeting. Taking minutes is a legal obligation, and they serve as reminders of decisions, assignments, and deadlines. In the same way, minutes summarize the meeting for people who did not attend it. Minutes also provide evidence of financial audits, as well as create a history of the organization.
ROBERT’S RULES OF ORDER Robert’s Rules of Order Newly Revised is a resource for the parliamentary procedure in the U.S. According to this guide, the initial paragraph of a minute should include basic and contextual information such as date, time, location, and association’s name, as well as the type of meeting. On the other hand, minutes must have a list of people present at the meeting; it includes the names of the directors, members, and guests, even the association’s lawyer.
THE MEETING AGENDA
It is necessary to comply with the meeting agenda. In this sense, minutes must coincide with it. Then, all the items written in the minute must be carried out according to the discussion points contained within the agenda.
A MINUTE IS A BRIEF DOCUMENT TO RECORD ESSENTIAL ITEMS
Writing a minute requires keeping it short. A minute is a brief document to record essential items such as decisions, tasks assigned duties to board committees or members, and other actions.
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