Meetings & Minutes: from notice to approved minutes

Meetings & Minutes walks your board through every meeting: the notice your state requires, the agenda, attendance and quorum on the day, motions and votes, and minutes the board reviews and approves. Everything it creates also shows in your Planner.

1. One-time setup

• Your association: pick your state and whether you are an HOA or a condo. We use your state's law for notice periods, quorum and how board votes must be recorded.
• Your bylaws (optional): if your bylaws require more notice or a different quorum, enter it. We always use whichever is stricter. Bylaws can never require less than state law.
• Your board: create the board list and add members from your contacts. They are copied, not moved, so they stay on your owner lists. After an election, use Start new board year: the old list stays as history.
• Reminder emails: choose when the board is reminded before each meeting (default: 3 days before and the morning of).

2. Schedule a meeting

• Pick the type: board meeting, annual meeting, special meeting or executive session (board only, closed to owners).
• As soon as you pick a date we show the date the notice must go out by, and warn you if it is already too late.
• The agenda starts from a standard template for that type. Add, edit and drag items to reorder them.
• Repeats: for regular board meetings choose e.g. Every month on the third Tuesday. When you schedule one, the next one is added as a draft. Each meeting needs its own notice, so you schedule them one at a time.

3. Send the notice

• Prepare the notice email creates a GroupPost draft with the date, place, agenda and an add-to-calendar link. Review it, pick your owner lists and send. Executive sessions go to the board list only.
• Once it is sent, the meeting is marked notice given automatically. Posted or mailed the notice instead? Use I gave notice another way.

4. On the day

Open Meeting day (from the meeting, or from the list on the day). It works on a phone.

• Call to order records the time for the minutes.
• Check board members in as present. For owner meetings, check in units in person or by proxy. Add guests (manager, attorney, owners who came to watch).
• The quorum panel updates as you go. If your rule can't be counted automatically, you mark whether quorum is present.
• Under each agenda item, take notes and record motions: who moved and seconded, and the vote. Where your state requires each director's vote in the minutes, we ask for a roll call and show you the law.
• Add action items: what, who and when. They show in the Planner, the person gets a reminder 3 days before, and open items come back at the next meeting.
• Adjourn when you are done. You can still correct attendance and motions until the minutes are approved.

5. Minutes

• Write the draft minutes builds them from what you recorded. Anything we can't know (who presided, the secretary's name) is a yellow placeholder to fill in.
• Edits save automatically, and earlier versions are kept. You can view any version, see what changed, or bring it back.
• Send to the board for review: board members get an email linking to the minutes in your member portal, where they can read them, see what changed and comment. Owners see nothing until the minutes are approved.
• Record approval once the board approves them, usually at the next meeting. Approved minutes are locked; later changes are amendments with a reason that stays in the record.
• Share with owners puts approved minutes in the Documents section of your member portal. Executive session minutes are never shared.
• Download a PDF at any time. Drafts carry a DRAFT watermark.

Good to know

• State rules come from our 50-state research. Where we haven't confirmed a rule for your state, we say so; check your bylaws or ask your attorney.
• Board review and the Documents section need your public page and member portal turned on (Settings).