After reviewing hundreds of HOA meeting minutes, patterns emerge. The same mistakes show up again and again—mistakes that can expose boards to legal risk, create confusion, and make minutes practically useless as a record.
Here are the five most common documentation mistakes we see, and how to avoid them.
1 Recording Discussion Instead of Decisions
The most common mistake: minutes that read like a narrative of the meeting rather than a record of official business.
What it looks like:
"The board discussed the landscaping contract at length. Mr. Smith expressed concerns about the cost. Mrs. Johnson noted that the current vendor has been unreliable. Mr. Davis suggested getting additional bids. After further discussion, the board decided to approve the contract with ABC Landscaping."
Why it's a problem: This creates liability. Those individual comments are now permanently on record. If a dispute arises, attorneys can use board members' off-the-cuff remarks against them. It also buries the actual decision in narrative text.
The fix: Record the motion, who made it, who seconded it, the vote count, and the outcome. Skip the discussion summary. See our guide on the 5 elements every minutes must include.
2 Vague Motion Language
Minutes that paraphrase or summarize motions instead of recording them exactly.
What it looks like:
"Motion to approve landscaping. Passed."
Why it's a problem: What landscaping? Which vendor? What amount? What terms? Without specific language, there's no clear record of what was actually approved. This creates ambiguity that can lead to disputes later.
The fix: Record the complete motion: "Motion to approve the landscaping contract with ABC Landscaping for $24,000 annually, with a three-year term beginning February 1, 2026."
3 Missing Vote Counts
Recording only that a motion "passed" or "failed" without the actual vote breakdown.
What it looks like:
"Motion passed unanimously."
Why it's a problem: Was it really unanimous? How many board members were present? If someone later claims they voted no, you have no documentation to contradict them. Some decisions require specific vote thresholds (e.g., supermajority for bylaws amendments), and without counts, you can't prove the threshold was met.
The fix: Always record: in favor, opposed, abstained. "Motion passed 4-1-0 (Davis opposed)." For significant decisions, consider recording individual votes by name.
4 No Action Items or Unclear Ownership
Decisions are made, but there's no record of who's responsible for implementation or what happens next.
What it looks like:
"Board approved getting bids for pool repairs."
Why it's a problem: Who's getting the bids? By when? Without clear action items with owners and deadlines, tasks fall through the cracks. At the next meeting, no one knows who was supposed to do what.
The fix: Every action item needs: what, who, and when. "Action item: Property manager to obtain three bids for pool resurfacing and present at March meeting."
5 Delayed Production
Minutes drafted days or weeks after the meeting, often from memory or sparse notes.
What it looks like: Minutes approved at one meeting that were drafted three weeks after the previous meeting, with gaps and uncertainties because no one remembers exactly what happened.
Why it's a problem: Memory fades quickly. Details get fuzzy. Critical information gets lost. And if there's ever a legal challenge, minutes produced weeks later from memory are less credible than contemporaneous records.
The fix: Produce minutes within 24-48 hours while the meeting is fresh. If that's not possible internally, consider a service that delivers same-day or next-day minutes.
The Root Cause
Most of these mistakes happen because the person taking minutes is also trying to participate in the meeting, answer questions, and track multiple conversations simultaneously. It's nearly impossible to do both well.
Property managers are particularly stretched thin. They're running the meeting, advising the board, managing homeowner questions, and somehow also supposed to capture a complete record. Something has to give, and usually it's the quality of the minutes.
The solution is either dedicated minute-taking (someone whose only job during the meeting is documentation) or using proper tools and processes to capture the record without relying on real-time note-taking.
A Quick Self-Assessment
Review your association's last three sets of minutes and ask:
- Can you find every motion without reading through paragraphs of text?
- Is the exact wording of each motion recorded?
- Are vote counts (not just "passed/failed") documented?
- Are action items clearly listed with owners?
- Were the minutes produced within a week of the meeting?
If you answered "no" to any of these, your minutes have room for improvement.
Minutes Done Right, Every Time
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