HOA governance · Board meetings
Agendas, minutes, and follow-through for every HOA board meeting
The regular board meeting is where your association's official record is made. MinuteSmith turns each meeting into clean, approved minutes — motions, votes, quorum, and homeowner action items — and keeps the whole run searchable in one place.
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Why the HOA record breaks at the regular board meeting
A monthly board meeting produces the artifacts owners live with — the motions carried, the votes recorded, whether quorum was present, the action items assigned to the board or the manager. Yet those usually end up as a Word file in a volunteer's inbox that no one can find a year later, and the volunteer who took them has since rotated off. When an owner asks "did the board actually approve that?" or files a records request, the honest answer is a scramble through email — and a record no one can produce is a record the board can't stand behind.
What MinuteSmith does
- Agenda to approved minutes in one flow. Build the agenda, run the meeting, and get compliance-checked minutes that capture each motion, its mover and second, the vote, and whether quorum was met — without transcribing from a recording by hand or rebuilding the format each month.
- Action items that survive volunteer turnover. Every task assigned in the room becomes a tracked item with an owner and due date, carried forward and surfaced at the next meeting, so a repair or follow-up isn't quietly dropped when a board member steps down.
- One searchable, records-request-ready run. Ask AI reaches across every meeting the association has held and answers with a citation to the exact meeting and motion, and any date range exports as a clean packet — so producing minutes for an owner takes minutes, not an afternoon.
What you keep
- Agendas and approved minutes for every regular board meeting
- Motions with mover, second, and recorded vote
- Quorum determinations and attendance for each meeting
- Homeowner and board action items, 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 pool-resurfacing project, 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 did the board decide about the gate-access complaints?”
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 votes?
Yes. Each motion is captured with its mover and second and the recorded vote, so the minutes show exactly how the board decided — the official record owners and the next board can trust, not just a rough set of notes.
How do action items carry over between monthly meetings?
Every task assigned in a meeting becomes a tracked item with an owner and due date. Open items are carried forward automatically and surfaced at the next meeting, so follow-through doesn't depend on a volunteer remembering.
Can we produce minutes quickly for an owner records request?
Yes. Ask AI searches all of your association's meetings and returns answers cited to the exact meeting, and you can export approved minutes over any date range as one clean packet. It keeps the record easy to hand over; your counsel determines what must be disclosed.
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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