To obtain the best results at Meetings, like everything else, it needs to be prepared. This means notifying the participants early, communicate the agenda, establish objectives. During the meeting, you need to conduct and check if the objective for each point on the agenda was archived. Also you need to take notes to do the meeting minute after.
First of all, establish the agenda. The order of the items is important. Start width a simple one. Leave space at the end for concerns that the Homeowners Council may want to address.
For each topic in agenda establish the objectives. During the meeting is essential that you have perfectly clear what are the objectives for each topic in the agenda, so you know when you can move to the next one. For example, topic is repainting the building, but the objective can be decide when, or home-owners will pay, or if the building will be painted inside and outside or only outside, or all.
Writing down an script, leaving space to put your notes during the meeting, will help conduct and make the minute after.
Next, notify the home-owners, don't forget the non resident.
Also, don't forget to check legal periods. In some country's, registed mail is required.
During the Meeting, conduct the meeting, following the agenda and pursue the objectives. Request the presents to sign.
Finally, take your notes and write the Meeting Minute. You should do this just afterwards, when information is fresh in everyone's mind, including yours. You can refer other documents, like Income Statement. In this case ask the participants too sign those documents too.
See Minutes page.