First, make sure it's complete. The list of items that should go into your agenda should be mentioned in the governing documents for your HOA.Special meetings do share some similarities with annual meetings. For example, special meetings are open to all members who wish to attend. Read on to learn about how to take effective minutesplus get a free HOA meeting minutes template for your next open or executive session! Special meetings usually address issues that need. An association may provide in its bylaws for one or more regular meetings each year. The purpose for calling a special meeting of the members must be contained on each petition circulated for signatures. The primary functions of the Secretary are to produce minutes of meetings and maintain the records of the association.