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Meeting Reports and Digital Signatures

After an event concludes, Propty automatically generates a meeting report containing attendance, poll results, and voting totals. The Inspector of Elections then digitally signs the report to certify its accuracy, creating an official record for your HOA archives.

What you'll need
  • A completed event with all polls closed
  • The Inspector of Elections assigned and active
  • Any meeting notes or minutes you want to include
  • Time to review the report before finalizing (typically 1-2 hours after the meeting)
Report Archival

Meeting minutes and reports must be maintained for at least one year and made available to members upon request, per California Civil Code §5310. Keep signed, certified reports in your property files.

Generating a Meeting Report​

Step 1: Close the Event​

When the meeting and all voting are complete, close the event:

  1. Navigate to Events in the sidebar
  2. Click the completed event
  3. Click Close Event or End Meeting
  4. Confirm the closure

The event status changes to Completed. No further voting or check-ins can occur.

Step 2: Navigate to the Reports Tab​

Click the Reports tab in the event details page.

Step 3: Click Generate Report​

Click Generate Report button. Propty begins compiling the report, which typically takes 1-2 minutes.

Step 4: Review the Auto-Generated Report​

The report automatically includes:

  • Event details: Date, time, location (physical or virtual)
  • Attendance summary: Total attendees, checked in, quorum status
  • Voting results: Poll results, vote tallies (by candidate, ballot item, etc.)
  • Paper ballot summary: Separate count if paper ballots were used
  • Participants list: All attendees with check-in status
  • Proxy information: Any mandates recorded

You cannot edit these auto-generated sections.

Adding Meeting Notes and Minutes​

Before finalizing the report, you can add narrative content:

Step 1: Find the Notes Section​

In the generated report, look for the Meeting Minutes or Notes section (usually near the top or bottom).

Step 2: Add Your Content​

Click Edit Minutes or the text area and add:

  • Opening remarks: Board president's statement or opening
  • Agenda items discussed: Summary of each agenda item
  • Motions made and passed: "Motion by John Smith to approve 2025 budget. Seconded by Mary Jones. Vote: 45 for, 3 against. PASSED."
  • Board actions: Decisions made, next steps
  • Announcements: Important notices to members
  • Closing remarks: Adjournment time, next meeting date

Step 3: Format Your Minutes​

Use clear, professional language:

  • List motions verbatim if possible
  • Record vote counts (use weighted totals if applicable)
  • Note absences of specific board members if relevant
  • Include any dissenting opinions or abstentions
Verbatim Motions

For legal protection, record exact motion language. For example: "Motion to increase reserves by 5% annually, approved as stated."

Step 4: Save Minutes​

Click Save to record your meeting notes in the report.

Before Sending to Inspector​

Review the entire report for accuracy:

  1. Verify attendance counts — do they match your sign-in records?
  2. Check poll results — are vote totals correct for each ballot item?
  3. Confirm paper ballot counts — do paper and electronic votes sum correctly?
  4. Review participant list — are all names spelled correctly?
  5. Read meeting minutes — are there any typos or incomplete thoughts?

Make any corrections before sending to the Inspector.

Sending the Report to the Inspector​

Step 1: Click Send to Inspector​

In the report details, click Send for Signature or Send to Inspector.

Step 2: Confirm Inspector Email​

The system shows the Inspector's email address on file. Verify it is correct.

Step 3: Review the Summary​

A summary dialog shows:

  • Event name and date
  • Inspector name
  • Email recipient
  • Report contents

Click Confirm and Send.

Step 4: Inspector Receives Email​

The Inspector receives an email with:

  • A summary of the report
  • A secure link to review the full report
  • Instructions to sign (via digital signature or e-signature)

Inspector Signing Process​

The Inspector completes the following workflow:

Inspector Step 1: Review the Report​

They click the link and review the entire report, including:

  • Attendance and quorum status
  • Poll results and vote counts
  • Meeting minutes
  • Any notes or discrepancies

Inspector Step 2: Verify Accuracy​

The Inspector checks:

  • Did voting procedures follow the law and bylaws?
  • Are the vote counts mathematically correct?
  • Were all eligible voters allowed to participate?
  • Were ballots handled securely?

Inspector Step 3: Sign the Report​

The Inspector electronically signs the report using their digital signature, certifying:

  • The election was conducted fairly
  • The results are accurate
  • The count matches the ballots cast

Inspector Step 4: Submit​

Once signed, the report is submitted and the status changes to Certified.

Report Status Workflow​

StatusMeaningNext Action
DraftReport generated, not yet sent to InspectorAdd minutes, review, send
Pending SignatureSent to Inspector, awaiting their signatureInspector reviews and signs
CertifiedInspector has signed; report is finalArchive and distribute
ArchivedReport stored in property recordsAccessible for audits and disputes

Downloading the Signed Report​

Once the Inspector signs:

  1. Open the event → Reports tab
  2. Click the Certified report
  3. Click Download as PDF

The PDF includes:

  • Watermark: "CERTIFIED - Inspector of Elections Signature"
  • Inspector's name and signature
  • Date and time of certification
  • All meeting details and results

Exporting Other Formats​

You can also export as:

  • CSV (for spreadsheet analysis of results)
  • Email (send directly to board or participants)
  • Print (for physical archives)

Sharing the Report with Participants​

After certification, you can distribute the report to members:

Option 1: Email to All Participants​

  1. Open the event → Reports tab
  2. Click Share Report
  3. Select Email All Participants
  4. Add a message (optional)
  5. Click Send

Each participant receives the certified report.

Option 2: Post in Member Portal​

If your HOA has a resident portal, upload the certified report to the Documents section for download.

Option 3: Print and Mail​

Print the PDF and include it with monthly billing or send via postal mail.

Handling Report Corrections​

If an error is discovered after the report is sent to the Inspector:

  1. Do not alter the certified report
  2. Create an Amendment or Correction document
  3. Have the Inspector sign a separate correction memo
  4. Archive both the original and correction together

For example: "Amendment to [Date] Meeting Report: Candidate Jones received 45 votes, not 44 votes (due to miscounting). Verified by Inspector Jane Doe."

Record Retention and Compliance​

Keep the certified report:

  • Minimum duration: 1 year (per California Civil Code §5310)
  • Recommended duration: At least 7 years (standard business practice)
  • Storage: Secure, protected from unauthorized access
  • Accessibility: Available to members upon written request
Audit Trail

The certified report is your legal record of the election. It protects the HOA and board in case of dispute. Ensure the Inspector's signature is valid and the document is stored securely.

Common Questions​

Q: Can the board make changes to the report after the Inspector signs? A: No. Once signed and certified, the report is official. Changes can only be made through a formal amendment signed by the Inspector.

Q: What if the Inspector finds an error in the vote count? A: The Inspector notifies you before signing. Return to the event, verify the count, correct it if needed, and resubmit for signature.

Q: Do all members get a copy of the report? A: At minimum, members have the right to request it. Many HOAs email or post it publicly. Check your bylaws for distribution requirements.

Next Steps​