Condo governance · Ownership meetings
Annual and unit-owner meetings, captured cleanly
The annual meeting is where owners elect the board and the association's biggest questions get decided. MinuteSmith captures elections, quorum and proxies, and officer appointments accurately — and keeps every annual meeting searchable.
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Why the annual meeting is the record most likely to be challenged
The unit-owner meeting is where legitimacy is established — who was elected, whether quorum was met including proxies, what owners voted on. It is also the meeting owners are most likely to challenge, because control of the board turns on it. When the record is a rough set of notes, the proxy count is fuzzy, or the election result isn't clearly documented, a contested outcome has nothing solid to stand on. The association needs a clean, unambiguous record of who was elected, how quorum was reached, and what the owners decided.
What MinuteSmith does
- Elections recorded unambiguously. The slate, the results, and the officers appointed afterward are captured clearly and tied to the meeting, so who holds each seat — and how they got there — is documented, not disputed.
- Quorum and proxies accounted for. The record captures how quorum was reached, including proxies, so a contested meeting has a clear basis for whether it could validly act.
- Every annual meeting in one searchable place. Ask AI reaches across years of annual meetings and answers with citations, so the board can produce prior election results, owner votes, and appointments without digging through old binders.
What you keep
- Annual and special unit-owner meeting minutes
- Election results and the board seats they filled
- Quorum determinations, including proxies, for each ownership meeting
- Officer appointments made following each election
Ask your archive
Questions this record can answer — every answer cites the exact meeting it came from:
- “Who was elected to the board at last year's annual meeting?”
- “Did we meet quorum at the annual meeting, including proxies?”
- “What did owners vote on at the last special meeting?”
- “When was the current treasurer appointed, and by which board?”
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
Can we clearly document election results and appointments?
Yes. The slate, the results, and the officers appointed afterward are recorded and tied to the meeting, so who holds each seat and how they were elected is unambiguous on the record.
How is quorum, including proxies, captured?
The minutes record how quorum was reached and account for proxies, so if a meeting's validity is later questioned there is a clear basis for whether it could act.
Can we find prior annual-meeting results quickly?
Yes. Ask AI reaches across years of annual and special meetings and returns election results, owner votes, and appointments with citations to the exact meeting — private to your association and never used to train AI models.
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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