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.

Tool · Florida §718.111(12) & §720.303

HOA meeting minutes template and generator

Draft clean, Robert's-Rules-shaped meeting minutes for your Florida HOA or condo association: free, with no account and no paywall after the first document. Capture attendance and the quorum declaration, structured agenda items with motions and recorded votes, old and new business, and adjournment. The statute sidebar tells you exactly how long you must keep the approved minutes and what they must legally record.

Statute citations reviewed by the Common Elements editorial team, which includes a Florida-licensed community association manager (LCAM) and insurance broker, Florida Licensed Community Association Manager, 2-20 & 6-20.

Association

Association name *

Association type

Meeting type

Meeting details

Meeting date *

Meeting time

Location

Meeting was held by video conference

Attendance and quorum

Directors present

List each director (or officer) attending.

No one added yet. Add each person so they appear in the attendance roll.

Also present

Manager, counsel, guests, or members who attended.

No one added yet. Add each person so they appear in the attendance roll.

Notice of the meeting was given as requiredA quorum was present

Quorum note (optional)

Not sure what your quorum is? Use the quorum calculator.

Call to order time (optional)

Agenda items and motions

Pre-populated with the standard order of business for a board meeting. Add a discussion summary to each, and record the motion, mover, seconder, and vote tally for any item that was voted on.

Discussion / report summary

A motion was made and voted on for this item

Discussion / report summary

A motion was made and voted on for this item

Discussion / report summary

A motion was made and voted on for this item

Discussion / report summary

A motion was made and voted on for this item

Old and new business

Old business (optional)

New business (optional)

Adjournment and recorder

Time of adjournment (optional)

Minutes recorded by *

Recorder title

Fill in association name, meeting date, and the recorder name to continue.

Email me these meeting minutes

Get your draft in your inbox.

Adopt and store your minutes on Common Elements

Roll call from your real member roster, motion and vote capture, adoption votes, and a searchable, permanently retained minutes history, so the official record is always where you can find it.

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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

This tool is educational and provides a starting point only. It is not legal advice and is not a substitute for your association's counsel. Retention and content requirements are summarized from the current text of Chapters 718 and 720, Florida Statutes; your governing documents may impose longer retention or additional requirements. Verify specifics for your association before relying on the generated document.