Free HOA Template
HOA Meeting Minutes Template
Secretaries and board members responsible for recording an accurate, defensible meeting record.
What's included
- ✓Call to order, roll call/quorum table, and approval of prior minutes
- ✓Officer and committee report sections (Treasurer’s report format included)
- ✓Old business / new business sections
- ✓A motions table (motion, moved by, seconded by, vote, result)
- ✓Adjournment line and a Secretary approval signature block
On-page preview
This is the full text of the template below. Download the Word (.docx) file above for a formatted, editable version.
[Association Name] Board of Directors Meeting Minutes
Date: [Month Day, Year] Time: [Start Time] Location: [Meeting Location / Video Link]
1. Call to Order
The meeting was called to order at [time] by [Name], President.
2. Roll Call and Quorum
| Board Member | Role | Present / Absent |
|---|---|---|
| [Name] | President | Present |
| [Name] | Vice President | Present |
| [Name] | Treasurer | Present |
| [Name] | Secretary | Present |
| [Name] | Director at Large | Absent |
A quorum of the Board ([majority of seated directors]) was confirmed present.
3. Approval of Prior Minutes
The minutes of the [prior meeting date] meeting were reviewed. Motion to approve as [written / amended] made by [Name], seconded by [Name]. Motion [carried / failed].
4. Officer and Committee Reports
Treasurer’s Report: [Name] reported the current operating balance of $[amount], reserve balance of $[amount], and delinquency status of [number] accounts totaling $[amount] past due. [Summarize budget variance, if any.] Committee Reports: [Architectural Review Committee / Landscaping Committee / other] reported [summary of activity since the last meeting].
5. Old Business
[Item carried over from a prior meeting and its status.]
6. New Business
[New item brought before the Board for discussion or action.]
7. Motions
| Motion | Moved By | Seconded By | Vote | Result |
|---|---|---|---|---|
| [Description of motion] | [Name] | [Name] | [4-0] | Carried |
| [Description of motion] | [Name] | [Name] | [3-1] | Carried |
8. Adjournment
There being no further business, the meeting was adjourned at [time] on a motion by [Name], seconded by [Name]. Next regular meeting: [Date, Time, Location].
These minutes were approved by the Board at its meeting on [Date].
_______________________________________
[Name], Secretary
Date: _______________
How to use this template
- 1Open this file at the start of the meeting and fill in the date, time, and location.
- 2Take roll using the table format — mark each board member present or absent to establish quorum.
- 3Record motions verbatim in the motions table as they happen, including the exact vote count.
- 4Distribute a draft to the Board for review before the next meeting, where it will be formally approved.
- 5File the approved, signed minutes with the Association’s permanent records — most states require these be available for owner inspection.
Want the full guide behind this template — what each section means and common mistakes to avoid?
Read: HOA Board Meeting Minutes Template: A Complete Guide for Board Members →More free HOA templates
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