How it worksFeaturesHow answers workPricingFAQArticles

Articles · Running the board · Template

HOA Meeting Minutes: Template and Sample

Short answer: Minutes are the board’s short, written record of what it decided, not a transcript of every remark. Copy the template below, adapt it to your bylaws, and fill it in during or right after the meeting. A few states set specific rules for minutes, and the table below shows what we verified in seven states as of September 23, 2026.

Last checked: September 23, 2026. Covers: Florida, Texas, California, Georgia, Arizona, Colorado and Washington (the seven states we reviewed; other states were not reviewed). The template itself is suggested practice.

What do minutes usually record, and what do they leave out?

In general practice, minutes record the essentials:

  • The association’s name, the date, time and place, and whether it was a regular or special meeting.
  • Who was present, who was absent, and whether a quorum was present.
  • Each motion, who made it, and the result. Many boards also record each director’s vote.
  • Decisions, assignments and the next meeting date.
  • The time the meeting ended, and who prepared the minutes.

In general practice, minutes leave out verbatim discussion, side remarks, and private details about individual owners or staff. Executive session is usually handled by noting only that the board met in closed session and the general topic. Ask your attorney or manager what your documents and state call for.

Template you can copy and adapt

[ASSOCIATION NAME]
Minutes of the [regular / special] meeting of the Board of Directors
Date: [date]   Time called to order: [time]   Place: [place or video link]

1. Call to order and quorum
   [Name], [title], called the meeting to order at [time].
   Directors present: [names]. Directors absent: [names].
   Also present: [manager, owners, guests, if recorded].
   A quorum [was / was not] present.

2. Approval of prior minutes
   Motion by [name], second by [name], to approve the minutes of [date] [as written / as corrected].
   Vote: [name: yes/no/abstain] ...   Result: [carried / failed]

3. Officer and committee reports
   [One or two lines each. Attach written reports.]

4. Owner comments
   [Number of owners who spoke and topics. No names unless the owner asks.]

5. Old business
   [Item] - [decision, who will act, by when]

6. New business
   [Item] - Motion by [name], second by [name]: "[wording of the motion]"
   Vote: [name: yes/no/abstain] ...   Result: [carried / failed]

7. Closed (executive) session, if held
   The board met in closed session at [time] to discuss [general topic only].
   Any action taken: [general description].

8. Next meeting and adjournment
   Next meeting: [date, time, place]. Adjourned at [time].

Submitted by: [name, title]     Draft / Approved on: [date]

What does a short sample look like?

This is a fictional sample. The names, place and amounts are invented.

EXAMPLE MEADOWS HOMEOWNERS ASSOCIATION (fictional)
Minutes of the regular meeting of the Board of Directors
Date: March 4   Called to order: 7:02 p.m.   Place: Clubhouse

1. Quorum. President A. Rivera called the meeting to order. Directors present:
   Rivera, Okafor, Lindqvist, Tan. Absent: Moreau. A quorum was present.
2. Minutes. Motion by Okafor, second by Tan, to approve the February minutes as
   written. Vote: Rivera yes, Okafor yes, Lindqvist yes, Tan yes. Carried.
3. Treasurer's report. Mr. Lindqvist reported the operating account is on budget.
   The written report is attached.
4. Owner comments. Two owners spoke about the entrance landscaping.
5. New business. Motion by Tan, second by Rivera, to accept the landscaping
   proposal of $4,800 for spring planting. Vote: Rivera yes, Okafor yes,
   Lindqvist no, Tan yes. Carried, 3 to 1.
6. Next meeting: April 1 at 7:00 p.m. Adjourned at 8:10 p.m.
Submitted by: J. Okafor, Secretary. Draft, to be approved at the April meeting.

What do the states we reviewed say about minutes?

Only some statutes say anything specific. Rows are for HOAs and planned communities unless a condominium is named.

StateWhat we verified in the statute
FloridaMinutes must be kept in writing or in a form convertible to writing, and each director’s vote or abstention on each matter must be recorded (Fla. Stat. § 720.303(3)). Listed official records, which include minutes, are kept at least 7 years unless the documents require longer, and a few items such as bids and ballots have shorter periods (Fla. Stat. § 720.303(4)). Condominium minutes must be kept permanently (Fla. Stat. § 718.111(12)(a)6., (b)).
TexasWritten minutes of each regular or special board meeting, with approved minutes available to a member on written request (Tex. Prop. Code § 209.0051(d)). Minutes are retained 7 years for associations of more than 14 lots (Tex. Prop. Code § 209.005(m)).
CaliforniaMinutes, draft minutes or a summary of non-executive board meetings must be available to members within 30 days (Cal. Civ. Code § 4950(a)).
GeorgiaFor developments that opted in to the property owners’ association act, detailed minutes of member and board meetings must be kept (O.C.G.A. § 44-3-231(d)). A nonprofit corporation keeps minutes of member and board meetings as permanent records (O.C.G.A. § 14-3-1601(a)). Our Georgia text is the official Code as released in November 2022, plus later as-passed bills (the nonprofit section is from S.B. 148, 2023).
ColoradoThe association must keep minutes of all owner and board meetings (C.R.S. § 38-33.3-317(1)(c)). We found no deadline for preparing or approving minutes. The prior fiscal year’s board and member minutes are part of the annual disclosure made available to owners within 90 days after each fiscal year ends (C.R.S. § 38-33.3-209.4(2)(h)).
WashingtonMinutes of owner and board meetings, excluding executive sessions, must be kept, with the decision on each matter voted on recorded (RCW 64.90.445(4)). That section covers communities under the newer act (WUCIOA). Since January 1, 2026 it also reaches older communities, with limits (RCW 64.90.365(1)(c), (2)). The older HOA Act also lists minutes among the records to be kept (RCW 64.38.045(4)).
ArizonaThe planned-community chapter does not set general minute content or approval timelines. For an emergency board meeting held after developer control ends, the minutes must state the reason and be read and approved at the next regularly scheduled board meeting (A.R.S. § 33-1804(E)(2)).

“We found no” and “does not set” describe the sections we read. Governing documents, case law and other rules can still apply, and condominium rules can differ.

What to do next

  1. Read the meeting and minutes sections of your bylaws.
  2. Copy the template and remove the parts you do not need.
  3. Assign one person, often the secretary, to take notes at each meeting.
  4. Circulate a draft to the board, then approve it at the next meeting.
  5. Store approved minutes with the association’s records and ask an attorney about anything unclear. Related guides: who can attend HOA board meetings, what an executive session is, officer duties and the board handover checklist.

Common questions

They depend on your state and your documents. Florida, for example, requires each director’s vote or abstention on each matter to be recorded (Fla. Stat. § 720.303(3)). See the table above for the states we reviewed.

When should minutes be distributed?

Some places set a deadline. In California, minutes or a summary of non-executive board meetings must be available to members within 30 days (Cal. Civ. Code § 4950(a)). Arizona requires minutes of an emergency board meeting, held after developer control ends, to be read and approved at the next regularly scheduled board meeting (A.R.S. § 33-1804(E)(2)). Colorado puts the prior fiscal year’s minutes in the annual disclosure made available to owners within 90 days after the fiscal year ends (C.R.S. § 38-33.3-209.4(2)(h)). In the other states we reviewed, we did not verify a deadline.

Are HOA meeting minutes public records?

Being “public” is a different question from being available to members. Texas requires approved minutes to be available to a member on written request (Tex. Prop. Code § 209.0051(d)). Your state and documents decide who else can see them.

Should minutes include executive session?

Usually only a short note that the board met in closed session and the general topic. In California, matters discussed are generally noted in the next open meeting’s minutes (Cal. Civ. Code § 4935(e)), and executive session minutes are left out of the association records members may inspect and may be withheld from a records request (Cal. Civ. Code §§ 5200(a)(8), 5215(a)(5)(D)).

Sources

Important notice

Fycus is not a law firm and does not provide legal advice. Association law varies by state and by each community’s governing documents. Consult a licensed attorney for guidance specific to your association.

This page is general information, was written from official statute text as of September 23, 2026, and has not been reviewed by an attorney. Laws change; check the current text before you rely on it.

About Fycus

Fycus is in development. The features described on this site are planned and not yet available. Pricing shown is planned pilot pricing and may change.

If one place for your association’s documents, deadlines and questions would help your board, you can request early access.