Board Meeting Minutes Template

Free for 14 days on the Business plan, no credit card required.

Minutes of a regular HOA Board of Directors meeting, including attendees, motions, votes, and action items.

About This Template

Minutes of a regular HOA Board of Directors meeting, including attendees, motions, votes, and action items. This HOA template is a customizable starting point: preview the sample document below, then fill in your own parties, dates, and terms.

What This Template Covers

Association name
Meeting date
Meeting type (regular or special)
Presiding officer
Date notice was given
Method of notice
Location
Time called to order
Time adjourned
Directors present
Quorum present
Motions
Action items
Secretary
Absent directors
Directors on the Board
Others present
Date approved by the Board
Prior minutes
Directors present

Sample Board Meeting Minutes

A sample document with example details. Your template opens with fields ready to fill in.

This template is a customizable starting point, not legal advice. Laws vary by state and situation, so have a qualified attorney review any agreement before you rely on it.

Read the sample as text

!DOCTYPE html

Willow Creek Estates Homeowners Association, Inc.

Regular meeting

April 15, 2025

Board Meeting Minutes

Meeting DateApril 15, 2025

Meeting TypeRegular

LocationWillow Creek Clubhouse, 200 Willow Bend Lane, Austin, TX 78758

Called to Order7:00 PM

Adjourned8:42 PM

The meeting was called to order at 7:00 PM by Sloane Park, President, who presided; Riley Okonkwo recorded the minutes. A quorum of the Board was present (5 of 5 Directors). Notice of this regular meeting was given to the members on April 8, 2025 by posting at the clubhouse and on the Association website and by email to owners who have registered an email address.

Attendees

Name

Role

Sloane Park

President

Morgan Diaz

Vice President

Jamie Tran

Treasurer

Riley Okonkwo

Secretary

Avery Holland

Director-at-Large

Also present: Dana Whitfield, Community Manager, 6 owners.

Approval of Prior Minutes

The minutes of the March 18, 2025 meeting were approved as circulated (moved by Morgan Diaz, seconded by Avery Holland; 5 in favor, 0 opposed).

Motions

Motion 1: Approve March 2025 financial report

Moved by Jamie Tran, seconded by Morgan Diaz.

Motion to approve the March 2025 income & expense statement and balance sheet as circulated.

Vote: 5 in favor, 0 opposed, 0 abstaining. Motion passed.

Motion 2: Authorize landscape contract renewal

Moved by Sloane Park, seconded by Avery Holland.

Motion to renew the landscape maintenance contract with GreenLeaf Landscape Co. for a 12-month term at $4,250/month, not to exceed $51,000 annually.

Vote: 4 in favor, 1 opposed, 0 abstaining. Opposed: Morgan Diaz. Motion passed.

Action Items

Action

Owner

Due

Publish approved March financials to the member portal.

Riley Okonkwo

April 22, 2025

Countersign GreenLeaf renewal contract and file with corporate records.

Jamie Tran

April 30, 2025

Respectfully submitted,

Secretary

Riley Okonkwo

Secretary, Willow Creek Estates Homeowners Association, Inc.

DRAFT: subject to approval by the Board of Directors.

How It Works

Step 1
Preview The Template
Review the sample document and the list of details it captures, so you know what you will fill in.
Step 2
Start A Free 14-Day Trial
Choose Use this template and sign up with Google or a 6-digit email code. The trial is on the Business plan, and no credit card is required to start.
Step 3
Fill In, Generate, And Send
The template opens in Propper Gen ready to fill in. Generate your document as a PDF, then send it for eSignature with Propper Sign when you are ready.