Start KindHOA → · Document organization · Election software
Secretary checklist (copy into your next packet)
- Own the packet — one secretary (or designee) is accountable for the dated bundle
- Lock the agenda version — no silent swaps after distribution; note amendments on the record
- Decision-ready attachments only — ARC applications, bids, and policies the board can vote on
- Permission tiers — board-only drafts vs owner-visible adopted materials
- Distribute 3–5 days prior — association practice, not legal advice; confirm open-meeting rules with counsel
- After the meeting — save notice, agenda, exhibits, and approved minutes together in the official library
Folder map (Meetings / packet vs minutes)
Use a consistent path in your document library:
Meetings / YYYY-MM-DD / packet — notice, agenda, exhibits sent before the meeting
Meetings / YYYY-MM-DD / minutes-approved — adopted minutes + certificate attachments
Full seven-folder habits: HOA board document organization.
Minutes hook (approved record)
Approved minutes are the system-of-record sibling of the packet — not a separate mystery file in email. Typical path: draft → board review → approve → publish/archive with exhibits. KindHOA supports board document review workflow for drafts.
The meeting minutes generator helps secretaries format a draft — it does not replace your approval vote or statutory notice duties.
Election certificates belong in the packet archive beside minutes — see HOA election software and how to run HOA board elections.
Committee reports (Status → Pull → Promote)
Standing committees should deliver a predictable structure:
- Status — what happened since last meeting
- Challenges — blockers the board should know
- Recommendations — motions or votes needed
- Attachments — bids, photos, or policies marked Ready for secretary
Official Committee Home on KindHOA automates Packet → Pull → Promote onto the agenda — Board Automation only. Good Neighbor boards assemble packets manually in the document library until you upgrade.
Tier truth: Formal Elections — Good Neighbor $0. Official Committee Home — Board Automation $29/mo or $300/yr. Do not conflate.
Sample motion (adopt packet practice)
MOVED that the board adopt a written board-packet practice: the secretary shall distribute the agenda and decision-ready attachments at least [3–5] days before regular meetings, maintain board-only vs owner-visible permissions, and archive notice, agenda, exhibits, and approved minutes under
Meetings / YYYY-MM-DDin the association's official document library. SECONDED / PASSED.
When KindHOA loses
Boards that refuse any portal and insist on Dropbox + email-only coordination will not adopt KindHOA — honest exit. Pair a free website with a treasurer ledger elsewhere if that is the board's chosen split.
Related reading
- HOA board document organization
- How to run an HOA without a management company
- HOA self-management platform
- Best self-managed HOA software
- Pricing
Educational only — not legal advice. Confirm open-meeting and notice duties with association counsel.