Minutes of the annual meeting of the members [ASSOCIATION NAME] Type: Annual membership meeting Status: Draft / Approved on [DATE] Do not put in these minutes: campaign speeches, how the room felt, insults, or anything said in executive session. Date: [MONTH DD, YYYY] Called to order: [TIME] Adjourned: [TIME] Place: [ADDRESS or “video conference”] Notice Notice given: [DATE] Method: [mail / email / posting / other method the documents require] The secretary states that notice was given as required by the bylaws. Members present and proxies Members present in person: [N] Proxies / ballots counted: [N] Total for quorum: [N] Quorum of members is [N or % per the bylaws]. A quorum of members [was / was not] established. (This is not a quorum of directors.) Reports President: [noted / written report attached] Treasurer: Operating cash [amount]. Reserve cash [amount]. Other reports: [None, or one sentence each]. Reports are noted, not transcribed. Election Office: [President / Director / other] Method: [voice / written ballot / other method the documents allow] Certified result: [NAME] elected. Office: [ ] Method: [ ] Certified result: [NAME] elected. Do not record campaign speeches. Budget or assessment Motion: [One sentence. Start with a verb: Adopt / Approve / Decline.] Moved by [NAME]. Seconded by [NAME] [if a second is required]. Vote of the members: [result, and a count if your documents require it]. Result: [Carried / Failed]. Adjournment Motion to adjourn. Moved by [NAME]. Result: [Carried]. Meeting adjourned at [TIME]. Certification These minutes were prepared by the secretary from notes taken at the meeting. They are a draft until approved as the documents require. Secretary signature: ____________________ Date: ________ Printed name: [NAME]
Membership meeting · not a regular board night
HOA annual meeting minutes template
An annual meeting is not a regular board meeting with extra chairs. It is a meeting of the members. Quorum is membership quorum. The record is notice, proxies, the election tally, and any budget or assessment motion in one sentence.
Membership quorum. Proof of notice. Proxies or ballots. Election tally. Budget or assessment motion in one sentence. Directors in the room do not convert it into a monthly board meeting. Sample forms only. Not legal advice. Not software. Not a management company. Your documents and state law control.
The $49 zip is the monthly lock (same numbers on agenda, notes, minutes). It does not include a separate annual file. Copy this overlay into Word for the annual meeting. Use the kit for every regular board meeting after that. The regular-board HOA meeting minutes template and the timed HOA board meeting agenda template lock together each month. This page is only the annual overlay.
What belongs
Notice given, method, and date. Members present plus proxies. Quorum of members, not directors. Reports noted, not transcribed. Election method and certified result by office. Budget or assessment motion in one sentence, mover, vote. Adjournment. If the board still needs to act, put that motion on a regular board agenda. Do not smuggle monthly business into the annual minutes because everyone was already here.
What to leave out
Campaign speeches. How the room felt. Insults. A Q&A transcript. Anything said in a sealed session. Public minutes say you went in and came out, plus a topic category if your documents allow that. Details stay on a sealed cover. See HOA executive session minutes.
Annual membership skeleton (copy the brackets)
Keep your bylaws’ required headings if they differ. Rename fields. Do not skip notice, member quorum, the election result, or the budget vote if those items were on the floor.
Get The Minute Book — $49 Read the one-pager free
Most boards treat this as an association record-keeping expense. Submit the receipt to the treasurer.
How this overlay relates to the kit
The zip is built for a regular board meeting. It includes the agenda, the notes, the minutes, an action register, the Cedar Grove pair, an executive-session cover, and an optional notes-to-minutes how-to. There is no annual-meeting file in that zip, so you copy this skeleton into Word for the annual meeting. The next night the board meets as a board, you use the kit. How to run a 60-minute board meeting is the free one-pager, Guides lists the other free pages, and pricing is $49 once. Google Docs opens a .docx file.
Common questions
What belongs in HOA annual meeting minutes?
Proof of notice (method and date). Members present and proxies counted. Whether a quorum of members existed. Reports noted, not transcribed. Election method and certified result by office. Any budget or assessment motion in one sentence, with mover and vote. Time of adjournment.
Is an annual meeting the same as a regular board meeting?
No. An annual meeting is a meeting of the members. Quorum is a quorum of members, not directors. Extra chairs in the room do not turn it into a regular board meeting. The $49 zip is the regular-board lock.
Do I record election speeches?
No. Record the method and the certified result by office. Leave out campaign speeches and how the room felt.
Where is the annual file in the $49 kit?
It is not in the zip. This page is the overlay. The kit is the monthly lock: same numbers on agenda, notes, and minutes for regular board meetings.
Can the association reimburse the $49?
Yes. It is a one-time $49 supplies purchase. Most boards treat this as an association record-keeping expense. Submit the receipt to the treasurer.
Is this legal advice?
No. These are sample forms, not counsel. They are not valid, complete, or sufficient in every state or for every association. Check your CC&Rs, bylaws, and state law. Have counsel review anything that affects owner rights, fines, elections, or assessments.
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The board meeting is coming either way
Forty-nine dollars, with matching numbers every month.
The zip includes the agenda, the notes, the minutes, an action register, the Cedar Grove worked example, and an executive-session cover. It is $49 once. The annual-meeting overlay is this page, and it is not in the zip.
Get The Minute Book — $49- Pay through Paddle (your statement may say Paddle).
- Get an email with the zip.
- Open “00 Read me first.” Copy this month’s files. Leave the originals.
Digital download. Delivered immediately after payment. If the zip will not open or the files are not as described, email hello@gettheminutebook.com first and we will help. Payment and refund requests are handled by Paddle, the merchant of record. See the refund policy.
Not legal advice
These are sample forms and a drafting aid, not a substitute for an attorney. They are not valid, complete, or sufficient in every state or for every association. Any AI output included with or produced from this kit is an unofficial first draft only. You are required to review every document and every draft for accuracy before it is signed, posted, emailed, or published. You and your association take full responsibility for whatever is ultimately produced or published. Check your CC&Rs, bylaws, articles, and state law. Have your association’s attorney review anything that affects owner rights, fines, elections, or assessments.