The official written record of decisions made and actions taken at an HOA board or membership meeting.
Meeting minutes are the formal record of what occurred at a board or membership meeting: who was present, what was discussed, what motions were made, how each director voted, and what was decided. Minutes are not a verbatim transcript — they document decisions and the basis for those decisions at a level sufficient to show the meeting was properly conducted and that actions taken were authorized. Minutes must be approved (usually at the next meeting), retained permanently or as required by state law, and made available to members upon request. In disputes, litigation, or regulatory review, meeting minutes are key evidentiary documents. Vague or incomplete minutes can undermine the board's legal position.
Accurate minutes protect the board by demonstrating that required procedures were followed, conflicts were disclosed, and actions were properly authorized. They are the institutional memory of the association.
Secretary
The board officer responsible for maintaining official records and meeting minutes.
Open Meeting
A board meeting at which all homeowners have the right to attend and observe.
Executive Session
A closed, non-public portion of a board meeting used for sensitive or confidential matters.
Board of Directors
The elected governing body responsible for managing the HOA on behalf of all homeowners.
LotWize handles meeting minutes tracking automatically — along with violations, ARC requests, meeting minutes, and homeowner communications, all in one platform built for self-managed HOAs.
Start 14-Day Free TrialThis page provides general information only — not legal or financial advice. HOA laws vary by state and community. Always consult your governing documents and an HOA attorney for guidance specific to your situation.