# HOA Board Minutes

> HOA Board Minutes (hoameeting.com) is meeting software for homeowners association and condominium boards and property managers: it schedules meetings, builds agendas, records motions and votes, and produces approved minutes. It publishes free, statute-cited guides to the board-meeting, minutes, notice, executive-session and records laws in each U.S. state. It is part of HOA Fiscal and is built by Doug McLain, an HOA auditor, manager and tax preparer for more than 20 years and co-author of Trade HOA Stress for Success.

Key facts:
- Product: HOA Board Minutes, part of HOA Fiscal (https://www.hoafiscal.com/), based in Vancouver, Washington; used by boards in every U.S. state.
- Founder: Doug McLain (https://www.hoafiscal.com/about/). Partner in Dynamite Management, LLC; former partner in C.O.R.E. Services, LLC (HOA audit and tax); co-author of "Trade HOA Stress for Success" (2014).
- Contact: info@hoafiscal.com, (888) 575-0563.
- Sister companies: HOA Fiscal (https://www.hoafiscal.com/ — HOA management software for self-managed associations) and Dynamite Management, LLC (https://dynamitemanagement.com/ — remote HOA financial management and Form 1120-H preparation for any state).
- Editorial standard: every statute claim in a guide is verified against the state legislature's official text and cites the section; guides carry publication and last-updated dates; nothing on the site is legal advice for a specific association.

## Main pages

- [Home](https://hoameeting.com/): what the software does and how to start.
- [About HOA Board Minutes and Doug McLain](https://hoameeting.com/about/): who builds it, how the three companies relate, how the guides are written.
- [HOA meeting minutes template](https://hoameeting.com/hoa-meeting-minutes-template/): a free minutes template and what minutes must include.
- [HOA meeting agenda template](https://hoameeting.com/hoa-meeting-agenda-template/): a free agenda template for board and annual meetings.
- [Guides](https://hoameeting.com/blog/): state-by-state guides to HOA board meeting statutes, minutes and records.
- [Help](https://hoameeting.com/help/): how to use the software.

## Guides

- [A.R.S. 33-1804: Arizona HOA Board Meetings — 48-Hour Notice, the Five Executive Session Grounds, and the New Ban on Closed-Session Votes](https://hoameeting.com/blog/ars-33-1804-arizona-hoa-board-meetings/): A.R.S. 33-1804: Arizona HOA board meetings are open, notice and agenda run 48 hours ahead, and from Sept. 12, 2026 no board may vote in closed session. (published 2026-09-08)
- [Executive Session Under RCW 64.90.445(2)(b): The Five Grounds, and What a Washington Board Can't Do Behind the Door](https://hoameeting.com/blog/rcw-64-90-445-executive-session/): RCW 64.90.445(2)(b): the five executive session grounds a Washington HOA board may use, why no vote may be taken there, and what the minutes must show. (published 2026-09-08)
- [No, You Don't Have to Sit in Silence for 15 Minutes — RCW 64.90.445(2)(e) Explained](https://hoameeting.com/blog/15-minute-owner-comment-period-washington-hoa/): RCW 64.90.445(2)(e) explained: the 15 minutes is reserved time, not a silence timer. The 90-second floor, the 10-owner exception, and what goes in minutes. (published 2026-09-08)
- [How to Create an HOA Meeting Agenda (2-Minute Video)](https://hoameeting.com/blog/how-to-create-an-hoa-meeting-agenda/): Watch how to build a complete HOA board meeting agenda in about two minutes — add items, drag to reorder, and share a clean numbered agenda with your board. (published 2026-08-31)
- [How to Schedule an HOA Board Meeting (1-Minute Video)](https://hoameeting.com/blog/how-to-schedule-an-hoa-board-meeting/): Watch how to schedule an HOA board meeting in under a minute — date, time, and location in a few clicks, with a draft minutes shell created automatically. (published 2026-08-31)
- [How to Record a Motion and Vote in HOA Board Minutes](https://hoameeting.com/blog/how-to-record-a-motion-and-vote-in-hoa-board-minutes/): How to draft an HOA board motion ahead of the meeting, record the exact wording and vote in the minutes, and turn it into a tracked action item. (published 2026-08-30)
- [Ratifying the HOA Budget in Washington State (RCW 64.90.525): Notice, the 14–50 Day Window, and What Happens If Owners Reject It](https://hoameeting.com/blog/ratifying-the-hoa-budget-in-washington-state-a-board-members-complete-guide/): How Washington HOA boards ratify budgets under RCW 64.90.525 — distribution deadlines, the 14–50 day meeting window, rejection threshold, and required contents. (published 2026-07-10, updated 2026-08-30)
- [RCW 64.90.445 Explained: Washington HOA Meeting Rules, Subsection by Subsection (2026)](https://hoameeting.com/blog/rcw-64-90-445-washington-hoa-meeting-rules/): RCW 64.90.445 explained: open meetings, the five executive-session grounds, 14-day notice, the 15-minute owner comment period, remote meetings, minutes. (published 2026-06-10, updated 2026-09-08)
- [Florida Statute 720.303: HOA Board Meeting Rules, Minutes and Records](https://hoameeting.com/blog/florida-statute-720-303-hoa-board-meetings/): Fla. Stat. 720.303 explained: 48-hour posted notice, 7-day mailed notice, the 14-day assessment rule, minutes naming each vote, records in 10 days. (published 2026-06-10, updated 2026-09-09)
- [California HOA Meeting Rules: Davis-Stirling Requirements for Notice, Minutes & Executive Session](https://hoameeting.com/blog/california-hoa-meeting-minutes-requirements/): What the Davis-Stirling Act requires of California HOA board meetings — notice, agendas, the 30-day minutes rule, executive session limits, and email votes. (published 2026-06-10, updated 2026-07-18)
- [How to Approve HOA Meeting Minutes (the Right Process)](https://hoameeting.com/blog/how-to-approve-hoa-meeting-minutes/): The correct process for approving HOA meeting minutes — the motion, handling corrections, approving as amended, and what to do with the final official record. A (published 2026-05-31)
- [Draft vs. Approved HOA Minutes: What's the Difference?](https://hoameeting.com/blog/draft-vs-approved-hoa-minutes/): The difference between draft and approved HOA meeting minutes, why it matters legally, and the right process for turning a draft into the official record owners (published 2026-05-31)
- [HOA Open Meeting Laws: What Boards Must Do (State Overview)](https://hoameeting.com/blog/hoa-open-meeting-sunshine-laws/): A plain-English overview of HOA open meeting ("sunshine") laws — notice, owner access, when boards can meet privately, and how minutes keep you compliant. Plus  (published 2026-05-31)
- [HOA Board Secretary Duties: A Complete Checklist](https://hoameeting.com/blog/hoa-board-secretary-duties/): A complete checklist of HOA board secretary duties — before, during, and after meetings — plus the records the secretary is responsible for keeping. Perfect for (published 2026-05-31)
- [How Long Must an HOA Keep Meeting Minutes? (Records Retention Guide)](https://hoameeting.com/blog/how-long-keep-hoa-meeting-minutes/): How long HOAs must retain board meeting minutes and other records, why permanent retention is the safe standard, and how to store and share minutes with owners  (published 2026-05-31)
- [HOA Executive Session Minutes: What Boards Can (and Can't) Keep Private](https://hoameeting.com/blog/hoa-executive-session-minutes/): When can an HOA board meet in executive session, what can stay private, and how to keep executive session minutes correctly — without violating open-meeting law (published 2026-05-31)
- [How to Run an HOA Annual Meeting: Agenda + Checklist](https://hoameeting.com/blog/how-to-run-hoa-annual-meeting/): A step-by-step checklist for running a smooth HOA annual meeting — notice requirements, quorum, the right agenda order, elections, and what to record. Free annu (published 2026-05-31)
- [Robert's Rules of Order for HOA Meetings: A Simple Guide](https://hoameeting.com/blog/roberts-rules-of-order-hoa-meetings/): Robert's Rules of Order, explained in plain English for HOA boards. The handful of rules you actually need to run an orderly meeting, make motions, and vote — w (published 2026-05-31)
- [What Should Be Included in HOA Meeting Minutes? (Free Template)](https://hoameeting.com/blog/what-to-include-in-hoa-meeting-minutes/): A clear, board-tested checklist of exactly what belongs in HOA meeting minutes — plus a free template you can copy. What to record, what to leave out, and how t (published 2026-05-31)
- [The Top 3 Gaps in HOA Board Minutes (And How to Fix Them)](https://hoameeting.com/blog/the-top-3-gaps-in-hoa-board-minutes-and-how-to-fix-them/): Most HOA board minutes go wrong in three predictable ways. Learn the top 3 gaps in HOA board meeting minutes — and exactly how to fix each one. (published 2026-05-29)
- [How to Take HOA Board Minutes: A Complete Guide for Board Members](https://hoameeting.com/blog/how-to-take-hoa-board-minutes-a-complete-guide-for-board-members/): Learn how to take effective HOA board minutes with expert tips on preparation, documentation, and best practices for accurate meeting records. (published 2026-05-26)
- [How to Write an Effective Board Motion: A Guide for HOA Board Members](https://hoameeting.com/blog/how-to-write-an-effective-board-motion-a-guide-for-hoa-board-members/): Master the art of writing effective HOA board motions with this comprehensive guide covering format, common mistakes, and best practices. (published 2026-05-26)

## Related sites

- [HOA Fiscal](https://www.hoafiscal.com/): HOA management software — fund accounting, owner payments, budgets, meetings, elections, violations, work orders, reserves and resale certificates — plus guides on HOA accounting, budgets, Form 1120-H and software.
- [Dynamite Management](https://dynamitemanagement.com/): HOA and condominium financial management, accounting and Form 1120-H tax preparation, remote, any state; Washington HOA law guides (RCW 64.90 / WUCIOA) and other state law roundups.
- [HOA Fiscal llms.txt](https://www.hoafiscal.com/llms.txt)
- [Dynamite Management llms.txt](https://dynamitemanagement.com/llms.txt)

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