HOA meeting minutes template and generator

Florida HOA meeting minutes FAQ

Is this HOA meeting minutes template really free?

Yes. This meeting minutes generator is completely free, with no account, no email wall, and no paywall after the first document. You can generate as many sets of minutes as you need and print or save each one as a PDF directly from your browser. Nothing you type is sent to a server - the entire tool runs locally in your browser.

What must Florida HOA and condo meeting minutes include?

Minutes should record the date, time, and place of the meeting; confirmation that notice was given and that a quorum was present; each motion made, who moved and seconded it, and the action taken; the vote or abstention of each director present; old and new business; and the time of adjournment. For condominiums, a vote or abstention for each board member present must be recorded in the minutes, and directors may not vote by proxy or by secret ballot at board meetings under F.S. § 718.112(2). For HOAs, a vote or abstention from voting on each matter for each director present at a board meeting must be recorded under F.S. § 720.303(3).

How long must a Florida HOA keep its meeting minutes?

It depends on the type of association. HOA minutes of all board and member meetings are official records that must be maintained for at least 7 years, unless the governing documents require a longer period, under F.S. § 720.303(3) and § 720.303(4)(a)6. Condominium minutes are treated differently: minutes of all association, board, committee, and unit-owner meetings fall within the permanent-records bucket and must be maintained permanently, from the inception of the association, under F.S. § 718.111(12)(a)6. and § 718.111(12)(b).

Do Florida condo minutes have to record how each director voted?

Yes. Under F.S. § 718.112(2), a vote or abstention for each board member present must be recorded in the minutes, and directors may not vote by proxy or by secret ballot at board meetings (officers, however, may be elected by secret ballot). An abstaining director is generally presumed to have taken no position. This tool includes a per-director recorded-vote section for exactly this reason.

How much notice is required before the meeting these minutes record?

For condominiums, adequate notice of all board meetings - specifically identifying all agenda items - must be posted conspicuously on the condominium property at least 48 continuous hours before the meeting, except in an emergency, under F.S. § 718.112(2)(c)1. For HOAs, notices of all board meetings must specifically identify agenda items and be posted at least 48 hours in advance; if not posted in a conspicuous place, notice must instead be mailed or delivered to each member at least 7 days before the meeting, except in an emergency, under F.S. § 720.303(2).

If a condo meeting is held by video conference, must the recording be kept?

Yes. A condominium board, committee, or owner meeting conducted by video conference must be recorded. If there are approved minutes for that video-conference meeting, the recording must be maintained for at least 1 year after the date the video recording is posted, under F.S. § 718.111(12)(a)6. Separately, ballots, sign-in sheets, and voting proxies relating to an owner vote must be kept for 1 year from the date of the election, vote, or meeting under F.S. § 718.111(12)(a)12.

Are these meeting minutes legally binding once generated?

No. This tool produces a clean draft for your secretary or manager to review. Minutes become the official record once the board approves them at a subsequent meeting - typically the next regular meeting. The generated document includes an approval line for that purpose. This tool is educational and does not provide legal advice; confirm specifics with your association's counsel.

Related resources

• Meeting notice generator - post a compliant notice before the meeting
• Quorum calculator - confirm the quorum you declare in the minutes
• Florida HOA resources - records, governance, and statute references
• Florida HOA law hub - SIRS, milestone inspections, and more