Fake board · sample only
These sample HOA meeting minutes are a worked example, not a real association. Cedar Grove Homeowners Association is a dummy 24-home board invented so a first-time secretary can see the shape: messy notes become one sentence per motion. Copy the shape. Do not copy the vendors, the lots, or the dollar amounts into your book.
Pat Nguyen, Jordan Hale, Sam Ortiz, and Riley Chen do not exist. GreenLine and Maple Ridge Lawn do not exist. Lot 7’s basketball hoop is fiction. If your board has a landscape contract, write your own motion from your own notes. This page is labeled sample only so nobody files it as a record.
6. Landscape
GreenLine $1,850 (was $1,400). Maple Ridge $1,620, no overnight trailer. Long argument re quality — not for minutes.
Mover: Jordan · Second: Sam · Vote: all yes
7. Lot 7 hoop
Chris will move it in June. Jordan wanted a letter tonight. Riley: don’t fine on the fly.
Courtesy, 30 days. All yes. No fine.
The argument died in the notes. The vote lived in the minutes. That is the point of the example.
Date: Tuesday, March 10, 2026 Called to order: 7:02 p.m. Adjourned: 8:11 p.m. Place: Cedar Grove clubhouse, 100 Grove Lane Notice: Agenda sent to directors by email on March 4, 2026 2. Attendance and quorum President Pat Nguyen — present Vice president Jordan Hale — present Treasurer Sam Ortiz — present Secretary Riley Chen — present Others present: Kim Walsh (Lot 18), Chris Adeyemi (Lot 7). Quorum of three. Four present. A quorum was established. 3. Approval of prior minutes Motion: To approve the minutes of February 10, 2026, with the correction that the reserve balance is $14,000 (not “$14,00”). Moved by Pat Nguyen. Seconded by Sam Ortiz. Pat Y · Jordan Y · Sam Y · Riley Y. Result: Carried. 4. Owner open forum The board heard from owners. No board action during open forum. Kim Walsh, Lot 18 — overnight parking of vendor equipment on Maple Street blocking driveways. 5. Reports Treasurer: Operating cash $18,440. Reserve cash $41,200. Delinquent assessments $640 (two lots, 30 days). No written report attached. Grounds: landscape contract expires May 1, 2026. Two bids were in the packet. 6. Old business Mailbox cluster rust (quotes) — still open. Third quote due April 14, 2026. Pool vendor insurance certificate — closed. Certificate received. 7a. Landscape contract Motion: Authorize the president to terminate the GreenLine Lawn agreement according to its notice terms and to sign a 12-month agreement with Maple Ridge Lawn at $1,620 per month beginning May 1, 2026. Moved by Jordan Hale. Seconded by Sam Ortiz. Pat Y · Jordan Y · Sam Y · Riley Y. Result: Carried. 7b. Lot 7 front-setback basketball hoop Motion: Refer the Lot 7 basketball hoop to the secretary to send a courtesy request that it be relocated out of the front setback within 30 days, and place the item on the April 14, 2026 agenda if it has not been relocated. No fine is imposed tonight. Moved by Jordan Hale. Seconded by Sam Ortiz. Pat Y · Jordan Y · Sam Y · Riley Y. Result: Carried. 7c. Overnight vendor parking Information only. No motion. The vice president will address overnight staging in the Maple Ridge Lawn agreement. 8. Actions assigned Sign Maple Ridge; send GreenLine notice — Pat Nguyen — Mar 20 Lot 7 courtesy request (no fine) — Riley Chen — Mar 14 Third mailbox-cluster quote — Jordan Hale — Apr 14 9. Next meeting Tuesday, April 14, 2026, 7:00 p.m., Cedar Grove clubhouse. 10. Adjournment Moved by Jordan Hale. Seconded by Sam Ortiz. Carried. 8:11 p.m. Certification Prepared by Riley Chen, secretary, from notes taken at the meeting. Approved by the board on April 14, 2026.
The notes said “long argument about quality.” The minutes do not. The notes had a scratched-out abstention; the minutes show the vote that was actually taken. Open forum is one line. The courtesy letter is a courtesy request, not a legal conclusion that a violation exists. Read how to write HOA minutes for the eight elements, and use the HOA meeting minutes template (empty brackets) when you type your own.
The dummy agenda that produced these numbers is the same skeleton as the HOA board meeting agenda template. Free chair page: how to run a 60-minute meeting.
The kit includes this pair as files 06 and 07, so you can put the notes next to the minutes. It is a Word download for $49 once. Pricing and the zip are the next pages.
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Copy the shape, not the facts
You get the messy notes beside the finished minutes, plus the blank files you reuse. The kit is $49 once.
Get The Minute Book — $49Digital 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.
Cedar Grove is a fictional association for illustration. 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. Check your CC&Rs, bylaws, articles, and state law. Have your association’s attorney review anything that affects owner rights, fines, elections, or assessments.