An HOAleader.com reader asks: “This year, our association had an annual meeting via mail-in vote. The ballots were due the day before the vote-counting day. During this meeting, we had volunteers help count the ballots. Our secretary wrote our minutes. Read the article…………………………….
HOA Board of Directors Duties
HOA Board of Directors Duties – Who are they, and what do they do? Generally, an HOA Board of Directors comprises community volunteers elected by fellow residents to serve on the Board and make decisions on the residents’ behalf regarding the HOA. Read the article…………………………….
Board Meeting Minutes: Tips and Tricks
Board meeting minutes are an essential part of an HOA board of directors’ responsibilities. Meeting minutes document what was discussed, decisions made, and actions taken during a board meeting. Accurate and detailed meeting minutes are necessary for legal and record-keeping purposes, as well as for ensuring that all board members and homeowners are informed about […]
A Brief Overview – HOA Board Meeting Minutes
Although by no means glamorous, HOA board meeting minutes are an all-important piece of the HOA puzzle. You will want to master every aspect of them in order to help run your HOA smoothly. In this post, we look at who’s responsible for the minutes, how to prepare them, what to include and (as importantly) […]
Protecting Your HOA’s Sensitive Data from Cyber Crimes
Community association boards can use simple and inexpensive methods to protect sensitive data against cybersecurity threats and breaches, according to an insurance expert. Kevin Davis, CIRMS, president of Kevin Davis Insurance Services in Los Angeles, suggests homeowner leaders and managers can increase their awareness and knowledge of potential cyber threats by asking questions and having […]
Your Meeting Minutes Could Sink a Sale! Read These Best Practices for Condo Board Meeting Minutes.
In our work processing sale documentation for clients, Haus Financial Services is finding that buyers and lenders are scrutinizing information more and more. This includes your meeting minutes. Recording meeting minutes is essential for ensuring transparency and providing a clear record but to avoid misunderstandings, minutes should focus on decisions, not discussions. Read the article…………………………….
The Consequences of Failing to Maintain the Official Records (FL)
The following scenario happens all too often. A member makes a written records request to inspect the official records of the association and proceeds to provide a laundry list of documents that the member wants to inspect. In response, the association may arrange to have the member come to the property management office to inspect […]
The Obligation to Maintain Official Records (FL)
The following scenario happens all too often. A member makes a written records request to inspect the official records of the association and proceeds to provide a laundry list of documents that the member wants to inspect. Read the article…………………………….
How to Create an HOA Violation Letter
In homeowners’ associations (HOAs), voting plays a crucial role in shaping the community’s future. Members vote on various issues, from electing the board of directors to approving amendments to governing documents. Read the article…………………………….
HOA Board Member Roles
As a homeowner in a community governed by a homeowners association (HOA), commonly referred to as a Community Association, you may be curious about the roles and responsibilities of the Board of Directors. The association members elect the Board of Directors to serve as their representatives and make decisions on behalf of the community. The […]
Using AI Note-Takers During Association Management Meetings
Between board meetings, discussions with residents, or collaborations with your team, maintaining detailed meeting notes is imperative to managing tasks and ensuring smooth operations in your community. AI-powered note-taking tools empower modern managers so they can be present and lead meetings and rest assured all ideas, action items and next steps are documented. Read the […]
Responsibilities of an HOA Board Member (CA)
Responsibilities of board members are commonly set forth in an association’s bylaws, but not always. To assist board members, see: Duties of HOA President, Duties of Vice President, Duties of HOA Treasurer, Duties of HOA Secretary, and Duties of Member at Large. Board members should also be familiar with Limitations on Board Members and Delegation […]
Board’s Failure to Take and Maintain Minutes (CA)
First it is necessary to define the term meeting under California law. A meeting is a gathering of a quorum of directors at the same time and place to hear, discuss, or deliberate upon any item of business that is within the authority of the board. A meeting can be in person, by phone, or […]
Roles and Responsibilities of HOA Board Officers
The Homeowners’ Association (HOA) board officers play a crucial role in managing and maintaining the communities they serve. Their responsibilities extend beyond simple oversight; they encompass strategic planning, financial management, and community relations, all aimed at fostering a thriving, harmonious environment. This article explores the general responsibilities of HOA board officers and delves into the […]
The Art of Taking Meeting Minutes
Taking good meeting minutes is a bit of an art form; on the one hand, minutes should be brief (hence the term “minutes”), but on the other hand minutes need to contain enough information to accurately report all actions that took place during the meeting. So, what is the secret to taking good meeting minutes? […]
Importance of HOA Minutes
Homeowner associations should keep good historical records, because to know where one is going it’s necessary to know where one has been. Some of those crucial records are the minutes kept at Board, Special, Committee and Annual Meetings. Minutes document decisions made during a meeting and provide a public record of actions taken. Read the […]
Meeting Minutes and the Role of the Secretary
The role of a secretary in a condo association is an important one, as they play a key part in the administrative and record-keeping aspects of the organization. In this article, we are going to focus on Meeting Minutes. Taking minutes at a condo board meeting is an important responsibility that helps document decisions and […]
The HOA Secretary’s Guide: Roles, Responsibilities & Best Practices
Discover the key to seamless HOA governance and administration. This guide delves into the role, responsibilities, challenges, and best practices for the HOA Secretary. Essential reading for those aspiring to be, newly appointed, or currently serving as an HOA Secretary.
Understanding the Key Roles of Officers in a Community Association Board of Directors
Community associations play a vital role in maintaining and enhancing the quality of life in their respective communities. At the heart of every community association is its board of directors, comprised of dedicated individuals who serve in various officer roles. In this article, we will delve into the responsibilities and functions of these officers, shedding […]
HOA Board Member Roles
As a homeowner in a community governed by a homeowners association (HOA), commonly referred to as a Community Association, you may be curious about the roles and responsibilities of the Board of Directors. The Board of Directors are elected by the association members to serve as their representatives and make decisions on behalf of the […]
3 Steps to More Efficient Board Meetings
Community association board meetings are the primary forum for directors to make formal decisions that affect the community. With so many moving parts and topics to discuss, running effective meetings that make the best use of everyone’s time can be challenging. Here are three strategies for running efficient meetings. Read the article………………………..
Best Practices for Board Meeting Minutes (NC)
A question came up during a recent online discussion about “best practices” for board meeting minutes. The answer to questions of what should (or should not) be included in minutes is more complicated than it seems. Read the article………………………..
How to Be an Effective Association Board Secretary
Every board of directors, whether for a Fortune 500 company or your community association, needs a great secretary. Boards are required by law—and by the association’s governing documents—to maintain certain records for the sake of transparency. The secretary is responsible for maintaining those records accurately, including meeting minutes, bylaws and membership records. Read the article………………………..
Should Meeting Minutes Include Names of Members in Attendance?
A question came up during a recent online discussion about whether the names of members attending a board meeting should be listed in the minutes, and perhaps even show what time the member arrived. Read the article………………………..
Effective Association Record Keeping Begins with Concise, Complete Meeting Minutes (FL)
Community association board meetings are where the rubber meets the road for practically all association administrative matters. The agendas for these meetings and the minutes that ensue form a vital record of all the matters that have come before the directors of an association over the course of the entire lifespan of a community. Read […]
TIPS ON HOW TO TAKE GOOD BOARD MEETING MINUTES
The Board of Directors is the governing body that is responsible for the administration of your community association. Board meetings are a time for board members to come together to learn, exchange ideas, debate options, and ultimately determine the path forward for the association. During these meetings, someone is tasked with taking minutes which are […]
A Guide To HOA Board Responsibilities
Serving on the board of a homeowner association is a high calling. Well meaning volunteers are elected to roles that are critical to the well being of the HOA. But what exactly is a board member supposed to do to fulfill this charge? Here’s a handy guide: Read the entire article……………………………….
HOA Meeting Minutes: The Dos and Don’ts that Every Board Secretary Needs to Know
A Homeowner’s Association (HOA) Meeting Minutes is an official record of what the board members said and did at a particular board meeting. This essential document plays a crucial role in financial affairs and is legally binding- it can be used in a court of law. That means you need to ensure everything in this […]
What Do They Do? A Deep Dive Into the Roles of HOA Board Officers
Every homeowners’ association (HOA) is required to have an elected board of directors that acts on a community’s behalf. Often, there’s a misconception that all board members do is measure budget performance and create and enforce rules. Read the entire article……………………………….
Suburbs of Surveillance- Law enforcement officials are encouraging private homeowners’ associations to install license plate reader cameras
One day last April, a homeowner’s association board in Vacaville, California, convened a Zoom meeting to vote on a new way to automate their neighborhood watch. The community, located in the Sacramento Valley, already had an active page on the online platform Nextdoor, where residents swapped information on missing packages and mysterious loud booms, and […]
HOA Homefront: If it isn’t there, it didn’t happen (CA)
When a corporation acts, its minutes document and prove that it acted. If the minutes do not record that the board of directors by majority vote approved a decision, it did not happen. The corporate record is critical to document corporate decisions, and the minutes are a critically important part of the governing process. The […]
A GUIDE ON THE HOA BOARD TREASURER ROLE
The primary purpose of a homeowner’s association (HOA) is to protect and increase the value of properties within its community and enforce its governing documents. An HOA board of directors’ acts as spokespersons and figureheads for the community to advance this purpose. The board can establish and enforce rules and regulations within the community and […]
HOA Meeting Minutes: Dos & Don’ts
An essential homeowners’ association (HOA) document, meeting minutes are an official, legally binding record of the actions taken by board members at a board meeting. Because they can be used in court and play a key role in financial business, preparing and maintaining minutes is a task that shouldn’t be taken lightly. To help your […]
Does a Virtual Membership Meeting Keep Minutes? (NC)
We’ve recently been asked if there should be minutes of a North Carolina association membership meeting held virtually pursuant to the Governor‘s temporary Executive Order. The short and best answer is “yes.” Why? Most all North Carolina homeowner and condominium associations are incorporated nonprofits. The NC Nonprofit Corporation Act provides that “minutes of all membership […]
HOA 101: Understanding the Role of the Board Secretary
A homeowners’ association (HOA) must have a board of directors authorized to act on a community’s behalf, create and enforce guidelines, and maintain shared spaces. Generally, the board has four officer positions: president, vice president, secretary, and treasurer. Each officer has specific duties and responsibilities related to the operation of the association. Read on to […]
A Condo/HOA meeting minutes guide
HOA boards are required by law to take down minutes at every board meeting. Keeping minutes is essential for documenting all of the board’s decisions and actions, and can come in handy when there’s a debate or misunderstanding about a particular subject. Read the article…………………………..
End Minute Madness: Love your Meetings
When I joined my condo board, I absolutely refused to be the secretary because I knew taking the minutes would be a pain. I became president instead. During my term of office, we had recording secretaries of variable quality ranging from excellent to inadequate. One secretary took copious hand-written notes but never managed to get […]
Meeting Minutes – Are You Getting It All, But Not Too Much?
Taking meeting minutes is an art. It is the art of creating a formal record of a meeting and official actions and decisions that were taken and made during the meeting, without getting down in the weeds and writing a novel. The term “minutes” implies brevity, but at the same time minutes are not “seconds” […]
How to make Minutes SMART: Five Must-have Ingredients
No one loves their minutes; no one even likes them. No one likes taking minutes. The hardest position to fill on any volunteer boards is the secretary. No one ever does anything with their minutes anyway. An easy fix would be to get rid of them. Most boards are practically doing this already. Read […]
HOA Board Roles and Responsibilities
It is common knowledge that homeowner associations have a board of directors, but the exact roles and responsibilities of the board are often misunderstood. Simply put, the board is responsible for running the association, occasionally with the assistance of an HOA management company. While the board may consist of 3-7 members as a whole, typically […]
Condo Board Minutes (ON)
Many newly elected board members know that minutes of the board meetings must be kept, but they do not fully understand what is to be recorded in the board minutes. First of all, the board minutes ARE NOT A TRANSCRIPT of who said what. Rather, the minutes are a summary record of the business conducted […]
3 Record Keeping Tips for HOA Board Members
Sorting through a stack of miscellaneous receipts, contracts, and other documents can be tedious at best. Having no organizational system in place to make that search any easier is downright cruelty. Ideally, every HOA board should take time to analyze their current record keeping habits and consider ways to improve them. Otherwise board members will […]
All You Need to Know About Board Member Roles
Whenever new members are elected to serve on their Board of Directors, a new tone is set for the association. Each new Board member brings a dynamic to the meeting that sets the tone for the operation of the association. These new volunteers are, most of the time, homeowners who have a vested interest in […]
Hassle Free HOA Meeting Minutes
We know that for so many HOA boards, meeting minutes are often viewed as complicated and a pain to deal with, but that doesn’t need be your board’s reality! Taking thorough, efficient, and stress-free minutes is possible! Here are our top three recommendations guaranteed to help your board get a system in place, so taking […]
Taking the Trouble Out of Meeting Minutes for HOA’s
One of the most important, and sometimes dreaded, tasks of the board is to take detailed meeting minutes. The secretary board position is often one of the hardest spots for HOAs to fill, but today we want to dispel any preconceived ideas about meeting minutes. Despite their reputation, meeting minutes can be simple and straightforward […]
Taking the Angst Out of Writing Meeting Minutes
How many of you have been to the meeting immediately following an election, ready to choose officer positions and you get to secretary and not a single Board Member volunteers? Property Managers, Board Members and Homeowners have all witnessed this I’m sure. That is because one of the daunting tasks of the secretary is to […]
A Guide To HOA Board Responsibilities
Serving on the board of a homeowner association is a high calling. Well meaning volunteers are elected to roles that are critical to the well being of the HOA. But what exactly is a board member supposed to do to fulfill this charge? Here’s a handy guide: Read the article………………
FAQs on HOA Board Member Roles and Responsibilities
The president leads the Board and is responsible for overseeing and handling many of its procedural duties. In order to succeed in this role, the Board president must be knowledgeable about the community’s CC&Rs and governing documents and understand how to run an effective meeting. He or she serves as the authority on all association […]
Clarifying Board Roles: Who’s On Board?
Chances are if you’re a resident in a co-op, condo, or HOA community, you’re familiar with your property’s board of directors (or trustees, or managers, depending on what part of the country you live in). Boards are usually made up of volunteers, or members appointed by the community’s initial developer, depending on the property’s age […]
Being Secretary of the Association Carries Significant Responsibilities
Questions often arise about the duties of the secretary in taking and producing minutes of meetings and providing association records to members. The primary functions of the Secretary are to produce minutes of meetings and maintain the records of the association. The secretary must produce a draft of the minutes for approval, and then finalize […]