Template

HOA board meeting template

For a homeowners' association: the money, the repairs, residents' questions and the votes.

60 minutesFor HOA and residents' association boardsAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Who is present3 min
    • Are enough board members here to vote?
  2. Approve the last minutes4 min
    • Any corrections?
  3. Money: dues, spending and reserves12 min
    • Who is behind on dues?
    • Is the reserve fund where it should be?
  4. Repairs and contractors12 min
    • What is broken, what is quoted, and what is the cheapest safe fix?
  5. Residents' questions15 min
    • Who signed up to speak, and for how long each?
  6. Votes10 min
    • What exactly are we voting on?
  7. Next meeting4 min
    • When, and where will the notice be posted?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Money. Reserves at $84,000; three households behind on dues.

Repairs. Roof over building C: two quotes, $9,200 and $11,500.

Vote. Accept the $9,200 quote. Carried, four to none.

Running it well

Ways to change it

Annual meetingAdd the budget for the year and the election of board members.
Emergency meetingOne item only, and say so in the notice.

When to skip it. Your rules probably set how often you meet. If there is no business, hold a short one and record that.

Questions

What should an HOA meeting agenda include?

Who is present, the last minutes, money, repairs, residents' questions, votes and the next meeting.

Can an HOA meeting be held online?

Many associations allow it, but it depends on your own rules and local law. Check both before you send the notice.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

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