Minute-Taking Made Easy

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It's time for AMG's 2025 Community Leaders Series – Podcast Edition.

For more than four decades, AMG has worked to make the role of community leaders more effective — and less of a headache.

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Each seminar topic in this series responds directly to the requests of AMG's Executive Board members, helping associations across the Carolinas become stronger, safer, and better informed.

And now, here's your host — AMG's Triad Director of Operations, Candace Cole.

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Hi everyone, I'm Candace Cole, with Association Management Group. I've been in the association management business for over 10 years, and I'm excited to be with you today to talk about a deceptively simple, yet absolutely critical topic: Minute taking.

Now, I know what some of you might be thinking—"It's just notes, right?" But let me tell you, well-crafted minutes are the backbone of transparent governance. They're not just a formality. They're your first line of defense if questions or legal challenges arise.

So let's make Minute taking ... well, easy! Because it really can be.

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 Let's start with the basics. What are meeting minutes?

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Minutes are a formal record of the decisions made and actions taken by your board or committee. They're not a transcript. This is a common misconception. Minutes are about what was done, and not what was said.

I once worked with a board where a new secretary tried to type every comment word-for-word. Not only did it take her hours, but the final document was six pages long—and frankly, not very helpful. Nobody wants to read a play-by-play of a two-hour debate about pool umbrellas.

The solution? Focus on motions, decisions, and outcomes. That's what protects your board. That's what creates clarity.

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Let me give you a simple checklist. Every set of minutes should start with the basics,

The Type of meeting; is it a Board, annual, special, or committee meeting?, Date, time, and location,

Name of the presiding officer and secretary,

Attendance; Who was present, and was there a quorum?,

and Approval of previous minutes.

From there, you'll move into motions, votes, committee reports, and finally—adjournment.

What should you not include?

Who seconded a motion (you don't need it).,

Comments or opinions,

Casual side discussions,

and Personal remarks from board members or homeowners

I always say: If it doesn't move the board's business forward, it doesn't belong in the minutes.

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Now, Let's talk about Structuring the minutes.

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Let's talk format. AMG provides a fill-in-the-blank template, and honestly, it's a game changer—especially for new secretaries or anyone who dreads staring at a blank screen.

Here are the items listed;

Call to Order, – Note the time and who called the meeting to order.

Quorum, – Confirm quorum was established.

Approval of Minutes – Make written record if the prior meeting's minutes were approved, amended, or rejected.

Committee Reports – These can be summarized, or attached as exhibits.

Motions and Business – Each motion gets its own paragraph. Make sure to record:

The exact wording of the motion,

Who made it,

and Whether it was adopted or not adopted.

Adjournment – Note the time. No formal vote is required.

A quick Tip: Use separate paragraphs for each topic—it keeps the record clean and easy to follow.

Here is something to Note: Under Robert's Rules of Order Newly Revised, in a small board or committee where not more than "about a dozen members" are present, the formal requirement for a second to a motion is not necessary, and the presiding officer (if a member of the board) may fully participate, including making motions and voting on all questions, just like any other member.

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Let's imagine a fictional board meeting in a townhome community. The treasurer makes a motion to increase dues by 5% for the next fiscal year.

What goes in the minutes?

"A motion was made by Jane Doe to approve a 5% increase in annual dues for fiscal year 2025. The motion was seconded. After discussion, the motion was adopted."

That's it. No need to summarize who complained about landscaping or which homeowner said what. It's not only efficient—it keeps the minutes neutral and professional.

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Here's where the stakes get real. Your meeting minutes can be used in court, in audits, or during developer transitions. They're part of your association's permanent historical record.

I once had a community that was preparing for a multi-million dollar roofing project. When a homeowner later questioned whether the board had acted properly, guess what we turned to? The minutes!

They showed a clear record of all votes related to the matter.

Those clean, well-organized documents helped the community move forward without delay. They were proof of process. That's the power of good minute taking.

Here is a quick executive session tip: For collections, legal, or other confidential topics, use a separate Executive Session minute set (you can use the same form).

These minutes are typically not shared publicly.

Always consult your attorney to confirm what should be treated as confidential.

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Let's cover a few pitfalls I see often,

Too much detail – This isn't a novel. Stick to decisions,

Editorializing – Avoid phrases like "After much heated debate..." or "Despite some disagreement...",

and Delaying minutes – Distribute them promptly. Don't wait weeks or months.

Also—don't forget to sign and date your minutes, and clearly note when they were approved.

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Here are some tips I've picked up in my 10+ years in HOA management,

Use the agenda as your framework,

Take handwritten notes if typing distracts you,

Ask for clarification in the moment if a motion is unclear,

and Attach exhibits for motions referencing complex issues

And if you're ever unsure, work with your community manager. At AMG, we support secretaries in real time—with templates, training, and follow-ups.

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At AMG, we understand how overwhelming board service can feel—especially for new volunteers. That's why we provide tools like this Minute Taking Guide and hands-on support to make your job easier.

It's part of our collaborative process, backed by over 40 years of proven results. Our managers bring local Carolina expertise, and many hold CAI-Accredited credentials like AAMC, PCAM, and CMCA. They stay with communities far longer than the industry average—and that stability matters.

Whether it's Board Training & Education, Legal Liaison Services, or simply help documenting a vote, AMG is here to empower you with confidence.

We also provide a full suite of HOA booklets, including,

Parliamentary Procedure,

Collecting HOA Fees,

Financial Management,

...and more.

If you don't already have these resources, just ask your account manager or visit AMGworld.com.

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Minute taking doesn't have to be stressful. With the right structure and a little practice, it becomes second nature—and you'll be doing your part to ensure your community runs smoothly and transparently.

Whether you're a brand-new secretary or a seasoned board leader, I hope today's session gave you the tools—and the confidence—you need.

Thanks for your time. And thank you for your service to your community.

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Thanks for listening to AMG's 2025 Community Leaders Series Podcast Edition. To find out more information on this episode, please visit HOACommunityleaders.com.

This podcast is a production of Association Management Group.

All rights reserved.

• Meeting minutes are a formal record of board decisions and actions—not a transcript of discussions.

• Clear, concise, and well-structured minutes protect the board and support transparent governance.

• Using consistent templates and best practices makes minute taking easier, more accurate, and less stressful for volunteers.