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Meeting kitHOAs & residentsMinutes

HOA meeting minutes

75 minutes 11 blocksFree Free template

An HOA board meeting in formal order with an owner forum and an owner priority poll, plus fill-in minutes recording each motion and owner comment.

Use this template See inside

Free to use and to run live. No card needed.

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75 min · 11 blocks, drawn to scale Fits exactly
  1. Call to order, quorum of the board and notice, 3 minutes 3
  2. Approve the minutes of the last board meeting, 3 minutes 3
  3. President's report, 6 minutes 6
  4. Treasurer's report: balances, delinquencies, reserves, 8 minutes 8
  5. Management and committee reports, 10 minutes 10
  6. Owner open forum, 12 minutesCheck-in 12
  7. Owner poll: which issue should the board tackle first?, 4 minutes 4
  8. Old business: open items and contractor updates, 8 minutes 8
  9. New business: motions, seconds and board votes, 12 minutesDecide 12
  10. Executive session notice, if needed, 2 minutes 2
  11. Next meeting date and adjournment, 7 minutes 7
019385675 min
  1. +0′Call to order, quorum of the board and noticeTip: Confirm a quorum of directors and that the meeting was noticed to owners as your bylaws and state law require.3 minInfo
  2. +3′Approve the minutes of the last board meeting3 minDecide
  3. +6′President's report6 minInfo
  4. +12′Treasurer's report: balances, delinquencies, reservesTip: Report delinquencies as totals. Don't name owners in open session.8 minInfo
  5. +20′Management and committee reports10 minInfo
  6. +30′Owner open forumOwners: what would you like the board to hear tonight?Tip: Owners can type comments on their phones as well as speak. The minutes record each speaker's name and topic, not a transcript.12 minCheck-in
  7. +42′Owner poll: which issue should the board tackle first?Which issue should the board tackle first?Tip: Advisory only. Swap the options for your community's issues.4 minVote
  8. +46′Old business: open items and contractor updates8 minDiscuss
  9. +54′New business: motions, seconds and board votesTip: Read each motion's exact wording. The secretary records the mover, seconder and how each director voted, as many states require board votes in open session.12 minDecide
  10. +66′Executive session notice, if neededTip: Open minutes record only that an executive session will be or was held and its general subject, such as legal, personnel or delinquency matters.2 minDiscuss
  11. +68′Next meeting date and adjournment7 minWrap-up

In short

HOA meeting minutes are the official record of a homeowners association board meeting: who attended, reports given, owner comments, each motion with its result, and when the meeting ended. This kit gives you a 75-minute agenda with an owner forum and priority poll, and a fill-in minutes template.
Time
75 minutes
Includes
Agenda, owner poll, minutes template
Sign-in
Owners join by QR code
Plan
Free

Updated October 4, 2026

What's in the kit

By the end of this meeting, the board has heard reports and owners, acted on each motion in the open, and the secretary has everything for the minutes. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

Draft minutes: HOA board meeting, ______

Draft minutes for the board's review. They'll be approved at the next board meeting and then shared with owners.

______ HOMEOWNERS ASSOCIATION · BOARD OF DIRECTORS MEETING · MINUTES

Date: ______  Time: ______  Place / video link: ______
Presiding: ______  Recorder: ______
Directors present: ______
Directors absent: ______
Management present: ______
Owners present: ____ (sign-in list attached)
Quorum of the board: [ ] present  Notice posted on: ______

1. Call to order at ______.
2. Minutes of ______: [ ] approved  [ ] approved as corrected
3. President's report: ______
4. Treasurer's report: operating balance ______  reserve balance ______  delinquencies (total) ______
5. Management and committee reports: ______
6. Owner forum: speakers and topics: ______
   Owner priority poll (advisory): ______
7. Old business: ______
8. New business
   Motion: ______
   Moved by ______  Seconded by ______
   Director votes: ______ (for) ______ (against) ______ (abstain)
   Result: [ ] carried  [ ] failed
9. Executive session: [ ] none  [ ] held on ______ to discuss ______ (general subject)
10. Next meeting: ______
11. Adjournment at ______.

Submitted by: ______ (Secretary)   Approved on: ______

How to run it

  1. 1Turn on 'Ask for name' so owners who join by QR code or link are signed in. The attendee list becomes your sign-in sheet.
  2. 2Let owners send comments from their phones during the open forum, so quieter owners are heard too.
  3. 3Use the owner poll as advisory input only. Board actions are voted on by the directors in the open, and the secretary records each director's vote.
  4. 4Agendiq's summary records decisions and vote results as they happen, so the minutes are nearly done when you adjourn.
  5. 5Send the draft from the follow-up to the board, approve it at the next meeting, then share it with owners.

Questions people ask

What should HOA meeting minutes include?
The date, time and place, directors and owners present, quorum and notice, approval of prior minutes, reports, owner forum speakers and topics, each motion with mover, seconder and result, any executive session's general subject, and the adjournment time.
Should HOA minutes record what owners said?
Record each speaker's name and topic, not a transcript. Minutes are a record of what the board did.
Can renters attend HOA meetings?
It depends on your governing documents and state law. Many associations open board meetings to owners only, but some let tenants attend or speak with the owner's permission.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to use and to run live. No card needed.

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Change anything in the editor. When you're ready, press Present: everyone joins with a scan and answers on their phone.

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