An HOA board meeting guide you can put to work
Know what to do before, during and after your next board meeting.
You have business to finish, homeowners who want to be heard and decisions that need a clear record. Give your board a practical plan for handling all three.
Planning and Conducting Board of Directors’ Meetings brings the meeting process and the paperwork together in one resource. Follow the guidance, find the form you need and keep it handy for the next meeting.
How to conduct an HOA board meeting
One resource for the whole meeting process
Whether you are preparing your first agenda or helping an experienced board work more consistently, this guide connects the decisions you make with the records you need to keep.
Prepare the meeting
Work through scheduling, governing documents, agendas and notices. Understand why the type of meeting and the applicable rules matter before you send a notice.
Keep business moving
Clarify meeting roles, follow rules of order and handle motions, voting, member participation, reports and executive sessions.
Leave a clear record
Use the minutes guidance and forms to record board actions, votes and supporting material. The checklist includes dating the minutes and having the secretary sign them.
Look inside
See the organization. See the forms.
The booklet has a linked, two-page table of contents, links from the text to the forms and a “back to contents” link on every page after the contents. Find a topic during preparation, then return to it when a question comes up.
The paperwork is included
Nine fillable HOA meeting forms
You receive all nine forms within the booklet. Type into the PDF fields, save a working copy for your association or print the pages you need. Together, the forms cover preparation, participation and the meeting record.
- Agenda for a Meeting of the Board of Directors. Organize the business your board plans to address.
- Notice of Regular Meeting of the Board of Directors. Prepare the meeting details and notice.
- Notice of Special Meeting of the Board of Directors. Use a separate notice for a special meeting.
- Minutes of a Meeting of the Board of Directors. Record attendance, business, motions and votes in a consistent format.
- Attachment to Minutes. Keep additional information connected to the meeting record.
- Meeting Agenda Item Disposition. Track how the board handled an individual agenda item.
- Meeting Attendance Roster. Record who attended the meeting.
- Rules Regarding Member Speaking. Set out a framework for homeowner participation.
- Resolution Adopting Rules. Document the board’s adoption of meeting rules.
Also included: a separate executive-session sample to illustrate meeting documentation.
Looking for an individual tool? Browse our related HOA board meeting agenda template, regular meeting notice, special meeting notice, board meeting minutes template and agenda item disposition form. Those are separate product listings; their formats may differ from the nine forms included here. You do not need to purchase them to use this booklet.
Guidance for the people doing the work
Use this resource as a board president preparing to chair a meeting, a secretary responsible for minutes, a director learning the process or a community manager helping a board prepare. Homeowners can also use it to understand how board meetings work.
The guide explains California, Florida and Nevada as three examples of how meeting requirements can differ. It also directs you to your association’s governing documents and applicable law. It is an educational resource, not a review of every state’s requirements or a substitute for advice about your association’s circumstances.
Before you purchase
What do I receive for $19.99?
One downloadable 43-page PDF booklet with the meeting guide, nine fillable forms, an executive-session sample, linked contents and internal navigation. This is a digital product; no printed book is shipped.
Can I fill out and reuse the forms?
Yes. The nine forms have interactive PDF fields. Download the booklet and open it in a PDF reader that supports fillable forms. Save an untouched copy, then save a separate working copy for each meeting. You can also print the forms.
Does the guide cover my state’s meeting laws?
It explains the overall meeting process and uses California, Florida and Nevada as three examples. Requirements vary by state, association type and governing documents. Check the rules that apply to your association before using a notice, procedure or form.
Do I need a membership to buy it?
No. You can purchase the booklet for $19.99 without a subscription. If you are already a member, sign in before purchasing and check your account’s applicable download or discount benefits.
Is this for board meetings or annual membership meetings?
This booklet focuses on meetings of the board of directors. Annual membership meetings and elections can involve different notice, quorum and voting requirements.
Be ready for the next meeting
The guide and nine fillable forms, together for $19.99.
Put a clear meeting process and the supporting paperwork in your board’s hands.
Get the guide & forms · $19.99
One-time digital purchase. No subscription required. Already a member? Sign in and check your account benefits before purchasing.
