https://wmdouglas.com/ HOA Association Management Charlotte NC

1. ITEMS NOT TO INCLUDE IN
HOA BOARD MEETING
MINUTES
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2. MEETINGS
The importance of HOA meeting
minutes is that they can ensure
organization and transparent
communication. In this sense, experts
consider transparency about actions
that the board takes an essential factor
to mitigate any potential liability and
diffuse any lawsuits. Therefore, writing
and recording concise documents make
this purpose easier.

3. When inexperienced secretaries report on specific dialogue or
personal opinions at the meeting, they waste a lot of the
potential of these resources. On the other hand, the best way to
allow better decisions in the community’s best interest is by
keeping neutral. In this sense, you must avoid writing down
everything everyone said there.

4. UNNECESSARY DETAILS SURROUNDING
HOAS ISSUES
First, around HOAs can arise many noisy situations. For example,
topics related to the HOAs rules may involve conflicts between
owners or tenants. For this reason, the best is to avoid recording
items that could be embarrassing or inappropriate for anyone.
They include political undertones, heated arguments and
complaints, political undertones, and personal disagreements
leading to misunderstandings.
It’s good to remember that meeting minutes do not have to be
tedious. While you must pay attention to detail with a rigorous and
defined process, your minutes should be efficient and less hassle to
compile documents. Minutes may show the HOA board as an entity
that thoroughly discusses and make firm and objective decisions.
And in the event of liabilities, these minutes will demonstrate
professional handling of issues.

5. On the other hand, minutes must be
understandable for readers and the rest of
the board. In this way, first, check your
spelling and grammar to ensure that the
minute is readable. Also, if you use legal
language or terms, the best is to employ
them when they are necessary.
AVOID THE USE OF
EXCESSIVE LEGAL TERMS
AND TECHNICAL LANGUAGE

6. ACTIONS AFTER
THE BOARD
MEETING
Write the final version after the meeting. Keep the details
in mind and review the final version if necessary, add
clarifying notes or ask the meeting leader for specific
details. Make sure each action the HOA Board takes has a
brief explanation, and make a note of additional
documents, attaching them as an appendix. Securely
send meeting minutes to the board for review before
closing.
Any meeting minutes must record the initial points and
the results emanating from the meeting. Then, the board
must create a follow-up format to write down the action
steps, deadlines, and the people responsible for these
issues. This method will allow you to check these
decisions, the action steps, and the results.

7. Association management software in Charlotte, NC, also allows
you to take and distribute notes and distribute board materials,
saving time and improving security with these resources.

8. wmdouglasgreenville.com w m d o u g l a s . c o m