Agendas and minutes, with the Board Secretary

Minutes are the association's institutional memory — and the document a lawyer asks for first. AI HOA treats agendas and minutes as first-class records, with an AI assistant to do the heavy typing.

Agendas

Open a meeting from Meetings in the sidebar to work on its agenda. You can build it by hand, or ask the Board Secretary (under AI Workforce) to draft one — it pulls from open action items, recent announcements, and what's pending in the community to propose a sensible structure. The draft arrives for your review; add, reorder, or strike items until it reflects what the board actually needs to discuss.

Attendance and quorum

On the meeting's page you can record who attended and whether quorum was met. Quorum rules come from your bylaws, and they matter: business conducted without quorum is business a challenger can unwind. Record attendance during the meeting — reconstructing it a month later is how gaps happen.

Minutes

After the meeting, record the minutes on the meeting's page. The Board Secretary can draft these too, working from the agenda and the notes you give it. Good minutes are shorter than people think: what was decided, by what vote, and what was deferred — not a transcript of who said what.

Like all agent output, secretary drafts go through supervision — a human board member reviews and approves before a draft becomes the record. The AI types; the board decides.

Approval

Minutes traditionally get approved at the next meeting. The platform tracks approval on the meeting record — once approved, the minutes carry their approval date, which is what makes them citable as the official record. Approved minutes belong in the Documents library too, where residents can read them; transparency about decisions prevents more conflict than it causes.

A rhythm that works

Draft the agenda a week out and share it; record attendance at the start; capture decisions as they happen; have minutes drafted within a few days while memory is fresh; approve at the next meeting. Follow that loop and your community's record will be better than most professionally managed ones.