Condo governance · Board meetings
Agendas, minutes, and follow-through for the condo board
The condo board's regular meetings set the record every owner, insurer, and future board relies on. MinuteSmith turns each session into clean minutes — motions, votes, quorum, and action items — and keeps the whole run of meetings searchable in one place.
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Why the regular condo board meeting is where the record breaks
A condo board meeting produces the artifacts that matter most — the motions carried, the votes recorded, the quorum noted, the maintenance and spending decisions assigned as actions — yet those usually end up as a Word file in someone's inbox that no owner can find a year later. When a unit owner asks whether the board really approved a repair, or a buyer's attorney requests the minutes, the honest answer is a scramble through email. When the record of what the board decided is scattered and unverifiable, the board's authority to act on those decisions is on shaky ground.
What MinuteSmith does
- Agenda to minutes in one flow. Build the agenda, run the meeting, and get clean minutes that capture each motion, its mover and second, the vote tally, and whether quorum was present — without transcribing from a recording by hand.
- Action items that survive the gap between meetings. Every action assigned in the room — a bid to solicit, a repair to schedule, a vendor to follow up with — becomes a tracked item with an owner and due date, carried forward and surfaced at the next meeting.
- One searchable run of every meeting. Ask AI reaches across every board meeting the association has held and answers with a citation to the exact meeting and motion, so answering an owner or a records request takes seconds, not an afternoon in the files.
What you keep
- Agendas and approved minutes for every regular board meeting
- Motions with mover, second, and recorded vote tallies
- Quorum determinations and attendance for each meeting
- Action items assigned in the room, tracked to completion
Ask your archive
Questions this record can answer — every answer cites the exact meeting it came from:
- “When did the board approve the roof repair, and what was the vote?”
- “What action items are still open from the last two meetings?”
- “Did we have quorum at the March board meeting?”
- “What has the board decided about the parking-garage lighting?”
Security & data handling
Private AI over your own records — your minutes are never used to train AI models. See the Trust Center and Security page; for a procurement or security review, contact our security team.
Frequently asked questions
Does MinuteSmith record motions, seconds, and vote tallies?
Yes. Each motion is captured with its mover and second and the recorded vote — for, against, and abstentions — so the minutes show exactly how the board decided, not just that it did.
Can owners' records requests be answered from the archive?
Yes. Approved minutes and the decisions inside them are searchable, so when an owner or a buyer's attorney requests the record you can produce the exact meeting and motion instead of reconstructing it from email.
Are our board minutes ever used to train AI?
No. MinuteSmith runs private AI over your own records; your minutes are never used to train AI models, and every Ask AI answer draws only from your association's own history and cites the source meeting.
Give your board a memory that outlasts its members.
Plans start at $149/mo ($1,500/yr), with a 14-day trial — credit card required, cancel anytime. Members you invite are always free.
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