HOA Board Meeting Minutes Requirements by State 2026 — Legal Guide

HOA board meeting minutes are not just administrative paperwork. They are legally required records under state law, and the requirements vary significantly depending on where your association is located.

California's rules are among the most detailed in the country. Florida, Texas, and Nevada have their own specific statutory frameworks. And in states without specific HOA legislation, general corporate law or nonprofit law governs what minutes must contain.

This guide covers the legal requirements for HOA board meeting minutes in the 12 states with the largest HOA populations, plus general principles that apply everywhere.

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General Requirements (All States)

Before covering state-specific requirements, these baseline requirements apply in virtually every jurisdiction:

Written minutes are required. Every board meeting — including special meetings and emergency meetings — must have written minutes. Verbal records do not satisfy the legal requirement.

Minutes must be kept permanently. Board meeting minutes are corporate records of the association. They must be retained permanently or for a substantial minimum period (most states: 7 years minimum, many: permanently).

Executive session minutes are separate and confidential. When boards convene in closed session for permitted topics, those minutes are kept separately and are not subject to member inspection — but the fact that an executive session occurred must appear in the open session record.

Members have inspection rights. In nearly every state, HOA members have a statutory right to inspect board meeting minutes upon request, subject to reasonable time and notice requirements.

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California

Governing law: California Civil Code §4900–4955 (Davis-Stirling Common Interest Development Act)

Open meeting requirement: Board meetings must generally be open to members (§4925). Members may observe and address the board during open forum periods.

Minutes requirement: The board must keep written minutes of all board meetings (§4950).

Availability timeline: Minutes must be available to members within 30 days of the meeting (§4950). If a member requests minutes, the association must provide them within 30 days.

Executive session: Permitted for litigation, formation of contracts with third parties, personnel matters, delinquency, and other specified purposes (§4935). Executive session minutes are separate and not available to members, except that actions taken in executive session that can be disclosed must be noted in the open session minutes.

Content requirements: Minutes must include at minimum: date, time, location, members present, and all actions taken. Roll call or voice votes must be recorded. Any vote to go into executive session must be noted.

Unique requirement: California requires that the notice of each meeting and the agenda be posted in a prominent location accessible to members at least 4 days before the meeting (§4920) — and the minutes must reflect that this was done.

Retention: Minutes are part of the association's official records and must be retained permanently (§5200).

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Florida

Governing law: Florida Statutes Chapter 720 (Homeowners' Associations) or Chapter 718 (Condominiums)

Open meeting requirement: Board meetings must be open to all members (§720.303(2)). Members may not be prevented from attending or recording meetings (with notice).

Minutes requirement: The board must maintain minutes of all board meetings (§720.303(4)).

Availability timeline: Minutes must be available to members within 7 days of approval (§720.303(5)). Draft minutes must be made available within 7 business days of the meeting for member inspection even before formal approval.

Recording meetings: Florida explicitly permits members to record board meetings (video or audio) unless the board adopts reasonable written notice requirements for recording devices. Recording equipment may not be used in ways that disrupt the meeting.

Executive session: Permitted for pending litigation, and in some circumstances for personnel matters. All votes on emergency matters taken outside a meeting must be ratified at the next meeting.

Content requirements: Minutes must reflect all motions and votes taken. Roll call or voice votes must be noted. Florida requires specific disclosure of conflicts of interest in condominium association proceedings.

Retention: Minutes must be retained for at least 7 years (§720.303(4)).

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Texas

Governing law: Texas Property Code Chapter 209 (Planned Communities) and Chapter 82 (Condominiums)

Open meeting requirement: Board meetings must be open to all members (§209.0051) with 72-hour advance notice posted in a prominent location.

Minutes requirement: The board must keep a record of all board meeting actions (§209.0051(h)).

Availability timeline: Members may request minutes and the board must provide them within 7 days of a written request (§209.005). The board may charge a fee for copies.

Emergency meetings: Emergency meetings may be called with 2-hour notice posted to the association's website. Minutes of emergency meetings must be made available within 7 days.

Executive session: Permitted for pending litigation, enforcement, personnel, and contract negotiation matters. The board must convene in open session first, then convene the executive session, then reconvene in open session to take any vote required.

Content requirements: Minutes must include all actions taken, motions and votes, and any significant governance decisions. The Texas HOA statute does not specify a detailed format, but general corporate record-keeping standards apply.

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Nevada

Governing law: Nevada Revised Statutes Chapter 116

Open meeting requirement: Board meetings must be open to members (NRS 116.3108). Members must receive at least 15 days' notice of regular meetings.

Minutes requirement: Minutes of all board meetings must be recorded (NRS 116.3108(1)(b)).

Availability timeline: Upon written request, the association must provide minutes within 10 business days (NRS 116.31083).

Executive session: Permitted for attorney-client privilege, personnel, delinquency, and contract matters. The board must announce the topic of executive session before convening (NRS 116.31083).

Unique requirement: Nevada requires that the associations post meeting agendas at least 15 days in advance, and the minutes must reflect the agenda items discussed.

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Arizona

Governing law: Arizona Revised Statutes §33-1804 (Planned Communities) and §33-1248 (Condominiums)

Open meeting requirement: Board meetings must generally be open to members, with at least 48-hour advance notice of the meeting.

Minutes requirement: Written minutes must be recorded for all board meetings (§33-1804(A)).

Availability timeline: Minutes must be made available to members within 30 days of the meeting.

Executive session: Permitted for attorney consultation, personnel, and enforcement matters. The subject matter of executive session must be announced before the board convenes.

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Washington

Governing law: Washington Uniform Common Interest Ownership Act (WUCIOA), RCW 64.90

Open meeting requirement: Board meetings must be open to all members (RCW 64.90.420), with at least 10 days' advance notice.

Minutes requirement: Minutes of all board meetings must be kept as official records.

Availability timeline: Upon request, minutes must be provided within 10 business days.

Executive session: Permitted for litigation, contract negotiation, personnel, and delinquency matters.

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Colorado

Governing law: Colorado Common Interest Ownership Act (CCIOA), C.R.S. §38-33.3-308

Open meeting requirement: Board meetings must be open to unit owners (§38-33.3-308.5).

Minutes requirement: Minutes of all board meetings must be maintained as association records (§38-33.3-317).

Availability timeline: Available to members upon request within a reasonable time. Colorado does not set a specific statutory deadline, but associations typically make minutes available within 30 days as best practice.

Executive session: Permitted for legal matters, personnel, and contract negotiations.

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Illinois

Governing law: Illinois Common Interest Community Association Act (765 ILCS 160) and Condominium Property Act (765 ILCS 605)

Open meeting requirement: Board meetings must be open to members (765 ILCS 160/1-50).

Minutes requirement: Minutes must be maintained for all board meetings.

Availability timeline: Minutes must be provided to members within 30 days of a written request.

Unique requirement: Illinois requires that draft minutes be approved or corrected at the next board meeting — there is a formal approval requirement embedded in the statute.

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Georgia

Governing law: Georgia Property Owners' Association Act (O.C.G.A. §44-3-220 et seq.)

Open meeting requirement: Board meetings are generally open to members with proper notice.

Minutes requirement: Written minutes must be maintained (§44-3-232).

Availability timeline: Upon written request, minutes must be provided within 10 business days and for not more than a reasonable charge.

Executive session: Georgia's HOA act permits executive sessions for legal, personnel, and sensitive matters.

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North Carolina

Governing law: North Carolina Planned Community Act (G.S. §47F) and Condominium Act (G.S. §47C)

Open meeting requirement: Board meetings must be open to members with reasonable notice.

Minutes requirement: Minutes of all board meetings must be maintained as official records (§47F-3-118).

Availability timeline: Members may inspect records upon reasonable request. North Carolina does not set a specific number of days, but associations typically respond within 30 days.

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New York

Governing law: New York Business Corporation Law (for HOA corporations) and Nonprofit Corporation Law; condominium buildings governed by Real Property Law §339-v

Open meeting requirement: New York does not have a statewide HOA open meeting statute comparable to California or Florida. Individual HOA bylaws govern meeting openness.

Minutes requirement: Minutes must be maintained as corporate records under New York corporate law.

Availability timeline: Members have inspection rights under New York corporate law, typically exercisable with 5 days' written notice.

Note: New York HOA law is significantly less standardized than California or Florida. Rights and requirements depend heavily on the specific HOA's bylaws and corporate documents.

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Ohio

Governing law: Ohio Planned Community Law (ORC §5312) and Condominium Act (ORC §5311)

Open meeting requirement: Board meetings must be open to members (ORC §5312.10).

Minutes requirement: Written minutes must be maintained for all board meetings (ORC §5312.10(D)).

Availability timeline: Records must be available for inspection and copying within 10 business days of written request.

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What Every HOA Minutes Record Should Include

Regardless of state, these elements should appear in every set of HOA board meeting minutes to satisfy legal requirements and protect the board:

Header: Association name, meeting type (regular, special, emergency), date, time, location.

Attendance: Names of all board members present and absent. Confirmation of quorum. Names of any members of the public or management company staff present.

Approval of prior minutes: Motion, vote, and outcome.

Each agenda item: Brief summary of any presentation or discussion. Any motion in its exact wording (not paraphrased). Who moved and seconded. Vote count and outcome.

Public forum: In open meeting states, note who addressed the board and the general topic.

Action items: Every task assigned — what, who, when.

Executive session entry and exit: If the board convened in executive session, note this in the open session record: when it began, the general subject, when open session reconvened, and any actions taken that can be disclosed.

Adjournment: Time of adjournment and next scheduled meeting.

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Producing Compliant HOA Minutes

The challenge for most HOA boards is consistency. State law sets the requirements; producing minutes that reliably meet those requirements at every meeting — especially under time pressure — is where boards fall short.

AI minutes software addresses both problems. BoardBreeze processes a meeting recording and produces formatted minutes in 15-20 minutes, organized by agenda item, with motions captured verbatim, votes recorded, and action items extracted. The output satisfies the content requirements that state law imposes.

For California boards: the output format addresses Davis-Stirling requirements. For Florida boards: the 7-business-day timeline is achievable from the day of the meeting, not weeks later. For Texas boards: the 7-day response deadline on member requests becomes trivially easy to meet when minutes are available within hours.

For more on HOA-specific minutes requirements, see our HOA board meeting minutes guide and HOA meeting minutes software guide.

Try BoardBreeze free — upload a recording from your most recent HOA board meeting and see compliant minutes before your next meeting.

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Further Reading

• HOA Board Meeting Minutes Guide
• Best HOA Meeting Minutes Software 2026
• Open Meeting Laws by State: 2026 Compliance Guide
• Are Board Meeting Minutes Public?
• Board Meeting Minutes Format: Complete Guide + Templates