Meetings and minutes for your HOA
Run the meeting. Keep the decision.
Bring agendas, attendance, motions, votes, minutes, and follow-up into one meeting record. Give the board a clear review process and residents access to published material.
Crestview Meadows
September board meeting
September 17, 2026 · 6:30 PM
| Agenda item | Status | Record |
|---|---|---|
| Call to order | Recorded | 6:32 PM |
| Pool repair contract | Motion passed | 4 yes · 1 no |
| Landscaping review | Discussion complete | Follow-up assigned |
A decision should be findable after the secretary changes.
totalHOA carries a meeting from its published agenda through recorded attendance and decisions to reviewed minutes. The association retains the versions, approvals, and follow-up behind the final record.
What you can do
The tools behind the everyday work.
Agendas and meeting packets
Build an agenda with supporting material and publish the resident-visible parts when ready.
Attendance and quorum
Capture attendance using the board roster and the quorum rules frozen for that meeting.
Motions and individual votes
Keep each motion’s text, result, roll-call votes, and recorded recusals together.
Review before publication
Check minutes for required information and use the association’s chosen approval requirement.
Recording-assisted drafts
Where enabled, a recording and transcript can help draft unfilled narrative fields. People review and publish the minutes.
A lasting decision record
Find published public decisions in the Decision Ledger and preserve corrected minutes as new versions.
How it works
From the published agenda to approved minutes.
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Prepare the agenda
Set the meeting details and assemble its agenda and packet.
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Record the meeting
Capture attendance, motions, votes, and assigned actions.
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Review the minutes
Resolve checklist items and collect the required approvals.
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Publish the record
File approved minutes and expose eligible public decisions.
Connected by the record
Published minutes become part of the association’s library.
Publishing files a minutes PDF with the meeting’s context. If a correction is needed, the board reopens and reviews a new version; the earlier publication remains archived.
- Find meeting documents by their meeting and year.
- Keep each approval tied to the version reviewed.
- Assign follow-up work with an owner and due date.
Crestview Meadows
Minutes approval
September board meeting · Version 2
- Review checklist
- Complete
- Required approval
- Majority of voting members
- Recorded approvals
- 3 of 5
- Publication
- Ready for secretary review
The right view for each role
Clear for residents. Useful for the board.
For owners
- Read the published agenda and permitted packet material.
- Submit a talking point before the configured cutoff.
- Find published minutes and public board decisions.
For boards and secretaries
- Prepare and run meetings from one record.
- Record motion results and individual votes.
- Review, approve, and publish minutes with a history.
One connected platform
Keep the next step connected.
Meetings and minutes FAQ
Questions boards ask.
Yes, after publication. They see the agenda and packet material permitted for residents; drafts and executive-session details remain restricted.
No. It makes the meeting available on supported resident and calendar surfaces. The board still handles required email, mailed, or statutory notices separately.
Yes, with a recorded reason. Reopening invalidates the old approvals, and the corrected version goes through review again. The previous published document remains archived.
No. Meetings record the motion and vote. An administrator separately sets up and publishes the assessment in billing.
See Meetings and minutes in action
Walk through a meeting from agenda to record.
Walk through the workflow and the records it connects in a totalHOA demonstration.