Board Meeting Minutes
~25 minutes to fill in · 359 words · state notes for FL, CA, TX, AZ, NV, OR, WA
Every board meeting. Minutes are the association's legal memory: when an owner disputes a decision two years later, the minutes are what the board — and a court — look at. Record actions and vote counts, not debate transcripts. Keep discussion summaries to one or two sentences; motions verbatim.
Header, call to order, and quorum
MINUTES OF THE BOARD OF DIRECTORS MEETING [ASSOCIATION NAME] [MEETING TYPE: Regular / Special / Emergency] Meeting Date: [DATE] · Time: [TIME] · Location: [ADDRESS / VIRTUAL PLATFORM] Notice: posted/delivered on [DATE] in accordance with the governing documents and applicable statute
Directors present: [NAMES AND OFFICES] Directors absent: [NAMES] Also present: [MANAGER NAME, COMPANY / COUNSEL / GUESTS] Owners present: [NUMBER]
The meeting was called to order at [TIME] by [NAME], [OFFICE]. With [NUMBER] of [TOTAL] directors present, a quorum was established.
Approval of prior minutes and financial report
Prior minutes: Motion by [NAME], seconded by [NAME], to approve the minutes of the [DATE] meeting [as presented / as amended: DESCRIBE AMENDMENT]. Motion carried [X–X] [/ unanimously].
Financial report as of [MONTH-END DATE], presented by [TREASURER / MANAGER]:
- Operating account balance: $[AMOUNT]
- Reserve account balance: $[AMOUNT]
- Year-to-date operating result vs. budget: [$ AMOUNT over/under]
- Delinquencies: [NUMBER] accounts totaling $[AMOUNT]
Motion by [NAME], seconded by [NAME], to accept the financial report subject to audit. Motion carried [X–X].
Reports, old business, new business
Manager's report: [ONE- TO THREE-SENTENCE SUMMARY: work orders opened/closed, inspections completed, violations issued, projects in progress].
Committee reports: [COMMITTEE NAME] — [ONE-SENTENCE SUMMARY].
Old business: [ITEM 1 — brief status. If action taken, record the motion:] Motion by [NAME], seconded by [NAME], to [EXACT ACTION, including amount and vendor if spending]. Motion carried [X–X].
New business: [ITEM 1 — one-sentence background.] Motion by [NAME], seconded by [NAME], to [EXACT ACTION — e.g., “accept the proposal of [VENDOR] dated [DATE] for [SCOPE] in the amount of $[AMOUNT], funded from [operating/reserves]”]. Discussion: [ONE SENTENCE IF MATERIAL]. Motion carried [X–X, with NAMES voting against/abstaining].
Owner forum: [NUMBER] owners addressed the board regarding [TOPICS]. No board action taken during the forum.
Executive session, adjournment, certification
Executive session: The board [did not meet in executive session / met in executive session from [TIME] to [TIME] to discuss [PERMITTED TOPIC — e.g., delinquencies, litigation, personnel], as permitted by [GOVERNING DOCUMENTS / STATE STATUTE]. Any formal action arising from executive session was taken in open session and is recorded above.]
Next meeting: [DATE, TIME, LOCATION].
There being no further business, the meeting was adjourned at [TIME].
Respectfully submitted, ____________________ [NAME], Secretary Approved by the Board on [DATE].
State notes
- Florida
- §720.303, Florida Statutes: minutes are official records and must be maintained; owners are entitled to inspect them. Record votes of each director present on each matter.
- California
- Civil Code §4950 (Davis-Stirling): minutes, or a draft, must be available to members within 30 days of the meeting; executive-session matters are noted only generally in the open minutes.
- Texas
- Texas Property Code Chapter 209 addresses open board meetings for certain associations; record the statutory basis for any closed/executive session.
- Arizona
- A.R.S. §33-1804: board meetings are generally open to members; minutes should note that the open-meeting requirements were met and the basis for any closed session.
- Nevada
- NRS 116.31083: minutes must be made available to unit owners; note the statutory basis for any executive session.
- Oregon
- ORS 94.640: board meetings of planned communities are generally open to homeowners. Minutes should note compliance with open-meeting requirements and record the statutory basis for any executive session.
- Washington
- RCW 64.38.035: board meetings are generally open to homeowners. Minutes must be retained and made available; note the statutory basis for any executive or closed session.
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