A guide to HOA meeting minutes in Massachusetts: Definition, requirements, and more

What are HOA meeting minutes?

HOA meeting minutes are written records of discussions, decisions, and actions taken during an HOA meeting. These documents typically include the date, time, and location of the meeting, a list of attendees, topics discussed, motions proposed, voting outcomes, and any formal actions taken by the board.

The primary function of HOA meeting minutes is to document the board's decisions and provide an official record that can be referenced later. This record is particularly valuable for confirming board actions, guiding future decisions, and supporting transparency for homeowners.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

Are HOA minutes required in MA?

Yes, since many HOAs are organized as nonprofit corporations, they are often required by law to keep meeting minutes. Additionally, most associations adopt bylaws that impose the same requirement to satisfy lender and insurance guidelines. Most Massachusetts HOA boards already maintain minutes as standard procedure, but understanding the legal baseline is important for risk management.
 

Who takes minutes?

In Massachusetts HOAs, the board secretary is typically responsible for taking HOA meeting minutes. The secretary may draft the minutes during the meeting or take detailed notes and prepare the minutes afterward.

If the secretary is unavailable, another board member may be appointed to record the minutes. Some boards choose to have their community manager take minutes, especially if the meeting involves complex discussions around financials or compliance.

Regardless of who drafts the minutes, the board usually reviews and approves them at the following meeting. This approval process formalizes the record and may be noted in the next meeting’s minutes.
 

What do meeting minutes include?

HOA meeting minutes typically include essential details that serve as a clear record of what happened during the meeting. While the exact format can vary by association, minutes often contain the following:

1. Date, time, and location of the meeting
    
2. Names of attendees, including board members, property managers, and residents (if applicable)
    
3. Confirmation of quorum, indicating that the meeting was legally permitted to conduct business
    
4. Approval of prior meeting minutes, including any amendments
    
5. Discussion summaries of agenda items, presented concisely
    
6. Motions proposed, along with the names of the members who proposed and seconded them
    
7. Votes taken, including the outcome and any dissenting votes or abstentions
    
8. Adjournment time

HOA meeting minutes are not verbatim transcripts. Instead, they focus on decisions and official actions. The goal is clarity, not exhaustive detail.
 

Why are meeting minutes important?

HOA meeting minutes are important because they serve as a permanent, legal record of the board’s actions and decisions. This documentation supports accountability, transparency, and informed decision-making within the association.

Accurate HOA meeting minutes:

• Confirm that proper procedures were followed
   
• Help protect the board in the event of disputes or legal claims
   
• Provide continuity across board terms by documenting past decisions
   
• Serve as evidence during audits or reviews
   
• Help homeowners understand how and why certain decisions were made

Are minutes public record?

HOA meeting minutes are not “public records” in the same way that government documents are, but unit owners typically have the right to request and review minutes as part of the association’s books and records. Boards may be able to place reasonable restrictions on the format and timing of this access. For example, executive session minutes that involve privileged legal advice or sensitive personnel matters can often be withheld or redacted.

To simplify this process, many associations now maintain a digital archive of meeting minutes accessible through a secure online portal. This can help improve transparency while reducing administrative burden on board members and managers. FirstService Residential Connect™ offers a secure, easy-to-use platform available 24/7. With Connect™, board members can upload approved HOA meeting minutes to a centralized portal, giving residents on-demand access while reducing administrative back-and-forth. The platform also supports real-time alerts, amenity reservations, and maintenance requests, all from a smartphone, tablet, or desktop. It’s one more way we simplify board operations and improve transparency for the communities we serve.
 

Can HOA meetings be recorded in MA?

Yes, HOA meetings in Massachusetts can be recorded in certain situations, but only with the consent of all participants.

If a board member or homeowner wants to audio or video record the meeting to help draft accurate HOA meeting minutes, it’s important to announce any recording at the start of the meeting and secure unanimous consent from attendees. Recording without proper notice or agreement could create legal exposure for the recorder and potentially the association. Associations may also prohibit or limit recordings through their governing documents or meeting policies. Boards should clarify their stance on recordings in advance and communicate that policy to attendees.
 

How long should HOA meeting minutes be kept?

HOA meeting minutes should be retained permanently, or for as long as required by the association's governing documents or applicable nonprofit corporation laws in Massachusetts. Boards may also reference IRS guidelines, lender requirements, or best practices that suggest permanent retention.

Maintaining a complete archive of HOA meeting minutes helps new board members understand historical decisions, supports transparency with owners, and may protect the association during audits or legal proceedings.
 

What’s the difference between open meeting minutes and executive session minutes?

Open meeting minutes summarize discussions and decisions made during the public portion of a board meeting, while executive session minutes document private discussions that are limited to board members and sometimes legal counsel.

In Massachusetts, many boards hold executive sessions to discuss issues like litigation, delinquent HOA assessments, personnel matters, or contracts still under negotiation. Minutes from executive sessions are typically kept separately and are not shared with unit owners, except where disclosure is required or legally appropriate.
 

How FirstService Residential can help

At FirstService Residential, we work closely with boards across Massachusetts to streamline minute-taking, improve meeting management, and simplify owner communications. If your association needs guidance on managing HOA meeting minutes or would benefit from a property management partner with deep local experience, contact our team today.