HOA meeting minutes: template, example and requirements

What goes in HOA meeting minutes

Most HOA minutes are for board meetings, but the same parts work for an annual or special meeting of the members. Within what your state's law and your governing documents require, they usually have:

1. Meeting details: association, type of meeting, date, time, place or link, who presided and who took the minutes.
2. Roll call and quorum: directors present and absent, and whether there was a quorum under the bylaws.
3. Others present: the community manager, the association's attorney if they came, and how many homeowners.
4. Agenda and last minutes: approved as presented or with changes.
5. Homeowner comments: one line per topic, with the follow-up, without personal details.
6. Reports: the treasurer's (operating account, reserve account and delinquencies as totals), the manager's and the committees', like architectural review or landscaping.
7. Each motion: the wording as voted, who moved and seconded it, how each director voted, and the result.
8. Action items, each with an owner and a date.
9. Next meeting and the time the meeting adjourned.
10. The secretary's signature and the date the board approved the minutes.

What California and Florida law say

HOA rules come from state law and from your association's governing documents, like the CC&Rs and the bylaws. Two states have specific rules on minutes:

California

Under Civil Code §4950, the minutes of any board meeting, other than an executive session, must be available to members within 30 days of the meeting. The association can share the minutes, draft minutes marked as a draft, or a summary. Members who ask for a copy get one if they pay the association's cost of making it.

Florida

Under Florida Statutes §720.303:

• The minutes of board and member meetings are kept in written form, and the vote or abstention of each director present on each matter is recorded in them.
• Minutes are part of the association's official records, which are kept for at least 7 years.
• Owners can inspect the official records within 10 business days after the association receives their written request.

Other states have their own HOA laws, and your CC&Rs and bylaws add rules of their own. If a dispute or a records request is involved, talk to your association's attorney.

Template to copy

HOA MEETING MINUTES

Association: 
Meeting:  [ ] Board     [ ] Annual membership     [ ] Special
Date:                  Called to order at:      Place or link: 
Presiding:                                      Minutes by: 

1. ROLL CALL AND QUORUM
Directors present: 
Directors absent: 
Quorum under the bylaws? 
Also present (manager, attorney): 
Homeowners present (number): 

2. AGENDA AND LAST MINUTES
Agenda approved?                 Changes: 
Minutes of:                      Approved?             Corrections: 

3. HOMEOWNER COMMENTS
- Topic:                         Follow-up: 
- Topic:                         Follow-up: 

4. REPORTS
- Treasurer (as of:              )
  Operating account:             Reserve account: 
  Delinquent accounts (total and number of homes): 
- Manager: 
- Committees: 

5. MOTIONS
- Motion: 
  Moved by:                      Seconded by: 
  Votes by director: 
  Result: 
- Motion: 
  Moved by:                      Seconded by: 
  Votes by director: 
  Result: 

6. ACTION ITEMS
- What:                          Who:                  By: 
- What:                          Who:                  By: 

NEXT MEETING:                                   Adjourned at: 

________________________          Minutes approved on: ______________
Secretary

A full example

HOA MEETING MINUTES

Association: Palm Hollow Homeowners Association, Inc. (212 homes, Florida)
Meeting: board, regular
Date: Tuesday, October 13, 2026     Called to order at: 7:00 pm
Place: clubhouse
Presiding: Karen Webb (president)       Minutes by: Mike Tran (secretary)

1. ROLL CALL AND QUORUM
Directors present: Karen Webb, Luis Ortega, Dana Fields (treasurer),
Mike Tran
Directors absent: Ruth Adler
Quorum under the bylaws: yes, 4 of 5.
Also present: Jen Park (community manager)
Homeowners present: 14

2. AGENDA AND LAST MINUTES
Agenda approved as posted.
Minutes of September 8 approved as presented.

3. HOMEOWNER COMMENTS
- Topic: when the pool heater will be fixed.
  Follow-up: the part is ordered; Jen Park expects it by October 30.
- Topic: speeding on Heron Drive and a request for a speed bump.
  Follow-up: sent to the safety committee.

4. REPORTS
- Treasurer (as of September 30):
  Operating account: $48,620          Reserve account: $312,400
  Delinquent accounts: $9,850 across 6 homes; 2 sent to the association's
  attorney.
- Manager: 11 architectural requests received, 9 approved, 2 waiting
  for drawings.
- Landscaping committee: 6 palms at the entrance are dead and need to be
  replaced.

5. MOTIONS
- Motion 1: hire Greenline Landscaping to replace the 6 palms at the
  entrance for $7,900, paid from the landscaping budget.
  Moved by: Dana Fields            Seconded by: Luis Ortega
  Votes by director: Webb yes, Ortega yes, Fields yes, Tran no
  Result: carried, 3 to 1.
- Motion 2: repaint the clubhouse exterior with Coastline Painting for
  $18,600, paid from the 2026 maintenance budget.
  Moved by: Luis Ortega            Seconded by: Mike Tran
  Votes by director: Webb yes, Ortega yes, Fields yes, Tran yes
  Result: carried, 4 to 0.

6. ACTION ITEMS
- What: sign the Greenline contract
  Who: Jen Park                    By: October 20
- What: schedule the clubhouse painting
  Who: Jen Park                    By: November 15
- What: send the speed bump request to the safety committee
  Who: Mike Tran                   By: October 16

NEXT MEETING: Tuesday, November 10, 7:00 pm, clubhouse
Adjourned at: 8:20 pm

________________________          Minutes approved on: ______________
Mike Tran, secretary

Tips for minutes that get used

• Write every director's vote by name. Florida requires it, and anywhere else it saves arguments about who voted for what.
• Homeowner comments in a line each: the topic and the follow-up, without personal details. Delinquencies go in as totals, not names.
• Keep each item to the decision and its reason, in a line or two. Not every comment from the floor needs to go in.
• Write the motion with the vendor, the amount and where the money comes from, the way it was voted.
• Get the draft out quickly. In California, members can see the minutes, a draft or a summary within 30 days of the meeting, so a draft finished the same week makes that easy.
• File them with the official records. In Florida, minutes are official records kept for at least 7 years.

How to draft them with Loro

1. Download Loro for free for Windows or Mac.
2. If the board meets by video call (Zoom, Meet, Teams or WhatsApp), click Take notes when Loro asks. No bot joins the call, so tell everyone at the start that you're taking notes, homeowners included. The audio isn't stored.
3. When you hang up, Loro writes the note with the topics and each person's next steps. You add yours to your To-do with one click.
4. In the note's question bar, ask for "the HOA board minutes with roll call and quorum, homeowner comments, reports, each motion with every director's vote, and action items". Copy them into your document and check each vote against your own notes.

If the board met in the clubhouse, dictate the minutes afterwards: open the document, hold Ctrl + Win (fn on a Mac) and go through the agenda. For example, you say: "uh, the palm motion carried, um, Mike Tran voted no and Ruth Adler was absent". Loro types: "The palm motion carried, Mike Tran voted no and Ruth Adler was absent."

Loro helps you write the draft. Approving the minutes and keeping them with the official records is up to the board and the people your bylaws name.