HOA & community association governance
Minutes your HOA board can rely on — and six years of decisions you can actually find.
Reserve studies, vendor contracts, special assessments, architectural decisions — the choices an HOA board lives with for years. MinuteSmith turns each meeting into clean, approved minutes and a searchable archive, so 'why did the last board do that?' has an answer, cited to the meeting.
$0 charged today · card required · cancel anytime · members you invite are always free.
Built for community association boards
- HOA & POA boards
- Condominium associations
- Self-managed & manager-supported boards
- Community management companies (portfolios)
- Architectural & covenants committees
What your association keeps with MinuteSmith
- Approved minutes & motions. Quorum, motions, votes, and action items extracted and approved — the official record owners and the next board can trust.
- Reserve & assessment history. Why the board funded (or deferred) the reserve, and what drove a special assessment — searchable years later, not lost with the last treasurer.
- Vendor & contract memory. Which vendors were hired, replaced, and why — so the board doesn't repeat a bad contract.
- Architectural decision trail. ARC requests, approvals, and precedents in one place.
- Records-request ready. A clean, exportable record that meets owner disclosure expectations.
- Cited Ask AI. Ask the archive — 'why was the landscaper replaced?' — and get an answer cited to the meeting that decided it.
Ask your archive
Try these in the live demo — every answer is cited to the meeting it came from:
- “What caused the board to reverse course on the special assessment?”
- “Why was our landscaping vendor replaced?”
- “What did past boards decide about the reserve fund?”
- “Which decisions did the board later regret?”
Why not just use ChatGPT?
ChatGPT has never seen your association's minutes — it can't tell you what the 2022 board decided about the roof, and it won't cite the meeting. Owners and the next board need a record they can trust, not a chatbot's guess. MinuteSmith keeps your association's own archive, answers with citations, and never trains AI on your data.
Security & data handling
Your association's records are isolated per board at the database layer, encrypted in transit and at rest, and never used to train AI models. Owners' personal information stays in your board's record only. See the Trust Center for the full posture. See the Trust Center and Security page; for a procurement or security review, contact our security team.
Frequently asked questions
Does MinuteSmith help with state records-request requirements?
It keeps a clean, exportable, approved record of minutes and decisions that's easy to produce for an owner records request. It is not legal advice — your association's counsel determines what must be disclosed; MinuteSmith makes the record easy to hand over.
We're self-managed — is this overkill?
No. Self-managed boards benefit most: the institutional memory lives in volunteers' heads and leaves with them. MinuteSmith keeps it in the association, so a new board isn't starting from zero.
Can our management company use it across multiple associations?
Yes — the Portfolio plan supports managing multiple boards, each with its own isolated archive.
Can we import years of past minutes?
Yes. Import past PDFs/Word/scans and your association's history becomes searchable immediately.
Give your organization 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.
MinuteSmith for other organizations