Record-Keeping 101: What Boards Should Be Documenting in 2026

Good governance starts with good records. Whether you serve on a condominium or HOA board, or support one as a manager, accurate and consistent record-keeping is one of the most important responsibilities in association governance. Clear records protect the association, support transparency with owners, and make transitions between boards and management far smoother.

This year, boards and management teams should pay particular attention to five core categories: meeting minutes, votes, resolutions, owner lists, and consent records.

Meeting Minutes: What to Include (and What to Leave Out)

Meeting minutes are not transcripts. Their purpose is to document what decisions were made, not everything that was said.

Well-prepared minutes should include:

• Date, time, and type of meeting (board, annual, special)

• Attendance and quorum confirmation

• Motions made, who proposed them, and whether they passed or failed

• Summary of key discussions relevant to decisions

• Any conflicts of interest disclosed

• Time of adjournment

Avoid including personal opinions, side conversations, or verbatim debates. Minutes should be approved at the next meeting and stored securely as part of the association’s permanent records.

Florida – Florida Statutes §§ 718.111(12) (Condominiums), 720.303(4) (HOAs)

California – Davis-Stirling Common Interest Development Act Civil Code §§ 4900–4955

Ontario – Condominium Act, 1998 § 55 (Records)

Votes: Recording How Decisions Were Made

Votes are often the most scrutinized records, especially for elections, budgets, bylaw changes, or special assessments.

Boards should ensure that voting records clearly show:

• What question was voted on

• Who was eligible to vote

• How votes were cast (in person, proxy, electronic, written)

• The final tally and whether required thresholds were met

In many jurisdictions, associations must also be able to demonstrate how quorum was achieved. Even when ballots are secret, the process used to collect and count votes should be well documented.

Florida — Florida Statutes §§ 718.111(12) (Condominiums), 720.303(4) (HOAs) 

California – Davis-Stirling Act, Civil Code §§ 5100–5145 (Voting and Elections)

Ontario – Condominium Act, 1998 §§ 52–56 (Meetings, Voting, Records)

Resolutions: Putting Board Decisions in Writing

A resolution is a formal record of a board decision that may guide operations for years. Common examples include approving rules, adopting budgets, appointing officers, or authorizing contracts.

Effective resolutions should:

• Be dated and clearly titled

• State the authority under which the board is acting

• Clearly describe the decision and its effective date

• Be stored in a centralized, searchable format

Having a clean resolution record helps boards demonstrate consistency and authority, especially when questions arise later.

Florida – Florida Statutes, §§ 718.111, 720.303

California – Davis-Stirling Act, Civil Code §§ 4900–4955 (Association Records)

Ontario – Condominium Act, 1998; § 55 (Records of the Corporation)

Owner Lists: Keeping Accurate Records

Owner lists are essential for notice delivery, quorum verification, and voting eligibility. At the same time, they are often subject to privacy and data-protection requirements.

Boards should regularly review and update:

• Owner names and unit or lot identifiers

• Mailing and electronic notice addresses (as permitted by law)

• Voting eligibility status, where applicable

Access to owner lists should be controlled, and boards should understand what information can be shared, with whom, and for what purpose under local legislation.

Florida – Florida Statutes, §§ 718.111(12), 720.303(4)

California – Davis-Stirling Act, Civil Code § 5200 (Association Records)

Ontario – Condominium Act, 1998; §§ 46.1, 55 (Owner Records)

Consent Records: Knowing What Owners Have Approved

In some jurisdictions, associations must collect and retain owner consent for certain activities, such as electronic voting, electronic meeting attendance, digital delivery of notices, or electronic communications.

Where consent is required, boards should:

• Record when and how consent was given (written or electronic)

• Clearly define what the consent covers

• Track withdrawals or changes to consent

• Retain consent records in a secure, organized manner

Maintaining clear consent records helps associations demonstrate compliance and reduces risk if decisions or communications are later challenged.

Florida – Florida Statutes; §§ 718.112(2)(d), 720.317 (Electronic notices and consent)

California – Davis-Stirling Act, Civil Code § 4040 (Individual Delivery; electronic consent)

Ontario – Condominium Act, 1998, § 47 (Notice; electronic consent permitted)

Why This Matters More Than Ever

Associations are facing increased owner engagement, evolving legislation, and greater reliance on digital tools. Consistent record-keeping:

• Reduces disputes and misunderstandings

• Supports legal and audit requirements

• Helps new board members get up to speed quickly

• Builds trust with owners

Whether records are kept digitally or on paper, the goal is the same: clear, complete, and defensible documentation. Strong records are not just an administrative task, they are a cornerstone of effective governance.