HOA Meeting Agenda & Minutes Template
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Management
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Meeting Purpose & Notice Verification
State the meeting’s purpose and confirm that required notice was distributed to homeowners.
Call to Order & Quorum Confirmation
Chair calls the meeting to order and confirms quorum per bylaws.
Roll Call & Introductions
Record board members present, management representatives, and any guests.
Approval of Previous Minutes
Review and approve the minutes from the prior meeting, noting corrections if any.
Financial Report & Budget Review
Present balance sheets, income statement, delinquency report, and forecasted expenses.
Maintenance & Project Updates
Update status of ongoing maintenance, landscaping, and capital improvement projects.
Architectural Review Requests
List submitted architectural change requests, decisions, and any conditions applied.
Homeowner Open Forum & Concerns
Allow homeowners to voice concerns or suggestions, recording each for follow‑up.
Old Business
Discuss items carried over from previous meetings and update their status.
New Business
Introduce new topics or proposals requiring board discussion.
Motions & Voting Results
Document each motion, second, discussion summary, and final vote tally.
Action Items & Assignments
- Assign responsible parties and deadlines to every agreed action.
Next Meeting Date
Confirm the date, time and location of the next regular or special meeting.
Adjournment
Chair closes the meeting once agenda items are complete.
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Why Use an HOA Meeting Template?
Homeowner association boards are legally required to document decisions, manage common‑areabudgets, and remain transparent to residents. A consistent agenda and minutes template ensures everystatutory step—notice, quorum, motions, votes—is captured correctly.
Preparation Checklist
- Distribute meeting notice and draft agenda to homeowners per governing documents.
- Compile financial statements and delinquency reports.
- Update project status sheets (maintenance, landscaping, capital improvements).
- Collect architectural requests submitted since the last meeting.
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FAQ
In the first case, you can directly activate recording as soon as you join a videoconference.
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