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Meetings

Meeting Agenda + Minutes

From meeting notice to adopted minutes — live roll call, motion recording, and auto-drafted minutes in one workflow

Florida HOA and condo boards meet up to 12 times a year. Each meeting needs a compliant notice, a structured agenda, a quorum call, recorded motions, and adopted minutes. Today most of this is done in Word, with quorum miscalculated from a stale roster, motions phrased ambiguously, and minutes adopted months later — or never.

The Common Elements Meeting Agenda + Minutes tool gives boards the full workflow. The member roster IS the roll call. Quorum tracks in real time as attendance is recorded. Motions are tied to agenda items and attributed to named directors. After the meeting, the minutes draft auto-composes from the recorded motions and action items. The secretary edits and submits; the board adopts at the next meeting.

Use the free Meeting Notice Generator for a quick standalone notice. When you're ready for the full meeting workflow — notice to adopted minutes — sign in.

Meeting Agenda + Minutes

Sign in to schedule a meeting, build the agenda, run live roll-call and motion recording, and produce adopted minutes — all in one workflow.

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Statutes referenced

For reference only. Not legal advice. Confirm current statute text with counsel or via our statute reference library.

Frequently asked questions

What's the difference between this and the free Meeting Notice Generator?
The free Meeting Notice Generator produces a standalone, printable notice you can post or email to owners. The Meeting Agenda + Minutes tool is the full workflow: notice → agenda builder → live roll-call + quorum tracking → motion recording → auto-drafted minutes → minutes adoption. The notice generator is a document; the platform tool is a governance workflow.
How does quorum tracking work?
When you start a meeting, the platform pulls the current board roster from the association's membership graph. As you record attendance during roll call, the quorum counter updates in real time. When the required threshold is reached, the system records the time quorum was achieved. Proxy attendees count toward quorum per your governing documents.
How are meeting minutes generated?
After the meeting, clicking 'Compose draft minutes' calls an automated composer that turns the recorded agenda, attendance, motions, and action items into a structured minutes draft. The board secretary reviews and edits in the text editor, then submits for adoption at the next meeting. Adopted minutes are locked from further edits and stored permanently.
Can board members attend remotely?
Yes. Florida law permits board members to attend by telephone or video conference (F.S. § 718.112(2)(c) for condos, § 720.303(2)(a) for HOAs). The attendance form includes 'in person', 'remote', and 'proxy' options for each director. The notice can include a video conference URL.
Can the tool handle annual meetings and special meetings?
Yes — the meeting type selector covers annual meetings, regular board meetings, special meetings, fine/violation hearings, and committee meetings. Each type uses the appropriate statutory notice window and pre-populates a compliant agenda template. Annual meetings include an election-of-directors agenda item that links to the Election Tool when that feature ships.