Helpful Tips for Taking Board Meeting Minutes

1. Use a template.
2. Check off attendees as they arrive.
3. Do introductions or circulate an attendance list.
4. Record motions, actions, and decisions as they occur.
5. Ask for clarification as necessary.
6. Write clear, brief notes-not full sentences or verbatim wording.

What’s In. The minutes should include the title of the group that is meeting; the date, time, and venue; the names of those in attendance (including staff) and the person recording the minutes; and the agenda.

Appropriate board minutes should contain the following:

• The names of those members who are present and who are absent.
• The time the board meeting begins and ends.
• The existence or absence of a quorum.
• A concise summary of the action taken by the board.
• The names of the persons making and seconding motions.

To save even more time, fill in a meeting summary template while the meeting is in progress rather than summarizing notes afterward.

1. Organize Document With Clear Headings.
2. Summarize Discussion Points.
3. List Key Agreements and Decisions.
4. List Action Items and Owners.
5. Identify the Next Meeting Date.

What Should Be Included In A Board Meeting Agenda?

• Basic Information.
• Call to Order.
• Changes to the Agenda.
• Approval of Previous Minutes.
• Reports.
• Business Items.
• Announcements.
• Any Other Business.

In terms of mom format, here are a few things to keep in mind:

1. Be objective.
2. Write in the same tense throughout.
3. Avoid using names other than to record motions and seconds.
4. Avoid personal observations — the minutes should be solely fact-based.
5. If you need to refer to other documents, don’t try to summarize them.

Finalizing your meeting minutes You should wrap-up your notes right after your meeting concludes, while everything’s still fresh in your mind: Complete your meeting notes and clarify points when necessary. Double-check that decisions and actions are precisely noted. Keep things as concise and digestible as possible.

Board meeting minutes are a detailed statement of discussions and decisions held by an organization during a scheduled meeting. The minutes are not a transcript, but provide elaborate information about issues that were discussed in the meeting.

When you record HOA meeting minutes, jot down the basic details. This includes the association’s name, what type of meeting it is, the time and date of the meeting, and the place of the meeting. You should also write down what time the president called the meeting to order.

If you’re finding it difficult to do the same, then you know why a simple meeting minutes template is valuable. A sample of the minutes of the meeting can greatly help anyone starting out with minutes-taking. With a template, you can simply input the necessary information and end up with thorough meeting minutes.

Homeowners have a right to review open board meeting minutes. Thus, the board should make these minutes available to them. Executive session minutes, on the other hand, must remain private.