HOA board meeting agenda template

This is not the free one-pager. How to run a 60-minute board meeting is the chair’s run-sheet. This page is the agenda skeleton you copy into Word, put your association’s legal name on, and email with whatever notice your bylaws require. Sample form only. Follow your documents for how many days ahead it must go out. It is not legal notice in every state.

Minutes use these same numbers. Item 6 on the agenda is item 6 in the notes is item 6 in the minutes. That lock is the product.

Timed 60–75 minute skeleton

[ASSOCIATION NAME]
Agenda  ·  [DAY OF WEEK], [MONTH DD, YYYY]  ·  [START TIME] [TIME ZONE]
Location: [ADDRESS or VIDEO LINK]     Posted / sent: [DATE]

#     Time     What happens
1. Call to order                              2 min
   President states the time.

2. Attendance and quorum                      3 min
   Directors present / absent. Quorum: yes / no. Required: [N].

3. Approval of minutes of [PRIOR DATE]        3 min
   Motion to approve as written / as corrected.

4. Owner open forum                          10 min
   Time-boxed. No board debate. No action unless later motioned under item 7.

5. Officer and committee reports             10 min
   Treasurer summary (attach). Other reports only if something needs a decision.

6. Old business (from the action register)   10 min
   [Carry item 1]
   [Carry item 2]

7. New business                              15 min
   7a. [TOPIC — one line]
   7b. [TOPIC — one line]
   7c. [TOPIC — one line]

8. Review of actions assigned tonight         5 min
   Read owner and due date out loud.

9. Next meeting                               1 min
   [DATE], [TIME], [PLACE]

10. Adjournment                               1 min
    Motion, vote, time.

Attachments to send with this agenda
Prior minutes (draft or approved). Treasurer one-pager. Any bid or written
motion the board will vote on. Current action register.
Do not attach executive-session material to the owner packet.

What to put on it, and what not to

Do not put a motion on the agenda that nobody has seen. Attach last month’s minutes, the treasurer one-pager, bids you will vote on, and the current action register. Do not attach sealed executive-session notes to the owner packet. If your bylaws already require certain headings, keep them and rename the fields. The times are a budget, not a statute.

Open forum is listening. Thank the owner. Any board action happens later, as its own motion under new business, or not at all.

After you send it

During the meeting the secretary writes on the notes sheet only — same numbers, fragments, votes. The next day those notes promote into the HOA meeting minutes template. A free agenda PDF from a blog does not do that lock. If you are brand new to the office, start with the new HOA secretary checklist instead of redesigning the agenda the night before.

Get The Minute Book — $49

1. Pay through Paddle (your statement may say Paddle).
2. Get an email with the zip.
3. Open “00 Read me first.” Copy this month’s files. Leave the originals.

Word or Google Docs. One-time zip. Pricing · See the full kit · Free run-sheet.

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